Committee: The John Snow House Steering Committee (the "Committee") is established by and at all times responsible to The New Gallery's Board of Directors (the "Board").
Type: The Committee shall be a Standing Committee as long as John Snow House (the "House") is under the care of TNG, and shall exist at all times in accordance with these Terms of Reference as amended from time to time. The Committee functions as a limited agent, with the following exceptions: (1) the Committee may act autonomously when making decisions concerning the maintenance and upkeep of the house, provided that the cost of such decisions does not exceed $300 in the course of one month, that funds are available from the existing budget, and that work is undertaken in line with the heritage status of the House; and (2) the Committee may chose to approve or disapprove questionable facility rental requests without Board consultation, provided the Committee is acting in accordance with the mandate of John Snow House.
The Committee otherwise functions as a limited agent, making recommendations and taking action only after receiving Board approval. Due to the time-sensitive nature of some of the issues that may arise with John Snow House, the Committee may electronically request Board approval for specific actions at any time.
General Purpose:
To ensure the successful development and operation of John Snow House by providing direction and at times carrying out actions related to all aspects of the House, including mandate, staffing, maintenance, and general operations. The Committee works closely with the HR Committee, Finance Committee, Communications Committee, Board, and staff members to ensure all areas of operation are addressed. The Committee makes recommendations to the Board concerning policy development and implementation, house maintenance, budgets, and general operations.
Key Duties:
Oversees the development and implementation of the John Snow House mandate, facility rental policy, artist-in-residence program and ongoing maintenance plan. Makes recommendations concerning staffing and provides guidance to existing staff. Works with the John Snow House Coordinator, Administrative Director and Finance Committee to investigate and apply for new sources of funding, and to make budget recommendations. Undertakes minor repair and maintenance work as required and when the Committee's skill levels are adequate. Works with the John Snow House Coordinator to make decisions concerning applications to rent the facility. Collaborates with other non-profit and community groups to ensure productive use of the space. Keeps the Board informed of any issues that may arise with the house.
Membership:
The John Snow House Steering Committee will be chaired by a member of the Board of Directors and will be open to members of the Clouds 'n' Water Gallery and Visual Production Society. Individuals not associated with the Society are eligible to sit on the committee with a formal invitation approved by the Committee and the John Snow House Coordinator. The John Snow House Coordinator sits on the committee as an ex-officio member and advisor.
Meetings:
Leading up to the official opening of John Snow House (expected in September of 2010), the Committee will meet on a weekly basis. Meetings are typically held every Monday evening.
Once John Snow House has opened, the Committee will meet on a monthly basis, and no less than 10 times per year. Additional meetings may be called as required.
Resources:
* (Financial) Budget and financial goals determined annually in conjunction with the Finance Committee Chair, Administrative Director, and John Snow House Coordinator. All budgets are subject to Board approval.
* (Staff) Consults with the John Snow House Coordinator concerning house maintenance and operation. Consults with the Administrative Director concerning finances, membership involvement, and grant applications. Consults with the Programming Director regarding the timing of events to ensure no major conflicts with gallery programming.
* (Other Committees) Consults with the Communications Committee Chair regarding promotional materials and media resources, and develops promotional materials pertaining to JSH events or initiatives in consultation with TNG staff. Consults with the Finance Committee Chair regarding budgets and grants. Consults with the HR Committee Chair regarding staffing. Consults with the Development Committee Chair regarding special events held in the House.
Specific Annual Objectives:
Undertake any and all actions required to make John Snow House open to the public by September 2010. Following the successful opening of the House, the Committee will immediately seek financial resources to ensure the House's continuous operation for the next five years, until July of 2015. Beginning in late 2010, the Committee will investigate and plan the artist-in-residence program, with the goal of having the program operational by September 2011.
At all times, the Committee will actively work to ensure that John Snow House is available and used as a community-driven cultural space, and that the House is maintained in accordance with its heritage status. The committee will work to increase the audience/patrons of the House, and will seek creative collaboration with other non-profit groups.
Reports and Target Dates:
The Committee will submit reports to the Board monthly, along with any documents relevant to the report. These reports will be submitted to the Board electronically no less than 24 hours prior to the board meeting, with at least one hard copy of the report available at the time of the meeting.
The Committee will also submit an Annual Report & Review to the Board at the final Board meeting prior to the Society's Annual General Meeting. The annual report will be available to all members of the Society and will be presented to the membership at the AGM.
Review and Evaluation Process:
The Committee's success will be measured against the following goals: (1) the regular opening of the House to the public starting in September of 2010; (2) the use of the House as a community-driven cultural space; (3) the procurement of stable, long-term funding for the operation of the House; (4) the maintenance of the House in accordance with its heritage status; (5) the development of a functioning artist-in-residence program by September of 2011.
The Committee will regularly review these goals and take Board-approved action to ensure they are met successfully.
Approval Date and Review Date: Adopted on July 29, 2010. Evaluation of the Committee will be performed by the Board on an ongoing basis. An annual review is to take place one month prior to the AGM.
Glossary of Terms:
ACTION: when the committee wants the board to make a decision on an issue.
ADMINISTRATIVE DIRECTOR: The Administrative Director provides leadership in operational management. He or she reports to the Board of Directors and works collaboratively with the Programming Director. General duties include office administration, financial management, fundraising, advocacy, human resources and public relations.
BOARD OF DIRECTORS/BOARD: The Board of Directors of Clouds & Water Gallery And Visual Production Society. The Board governs and manages the affairs of the Society. Refer to Article 6 in the Society's Policy and Operating Manual for the full responsibilities and structure of the Board.
COMMUNITY: The public at large who may attend gallery events, become members, provide sponsorship, or be involved in any way with the operations of the Society.
FISCAL YEAR: The fiscal year of the Society ends on March 31 of each year.
JOHN SNOW HOUSE ("the House"): the residence located at 915 18th Avenue SW, Calgary. Owned by Jackie Flanagan, this house is on loan to The New Gallery until July of 2015, with the possibility of an extension at that point. The house has both provincial and municipal heritage status, meaning that work conducted on the protected areas of the house must be completed in line with the Standards and Guidelines for the Conservation of Heritage Places in Canada.
JOHN SNOW HOUSE COORDINATOR: the staff member who is in charge of carrying out the mandate of John Snow House, as determined by the John Snow House Steering Committee and in consultation with the Board. This staff member reports to the Board, although also takes guidance from the Steering Committee.
LIMITED AGENT: The committee can take action after the board has agreed to the action.
MEMBERSHIP: Composed of individual members of the Society who pay an annual membership fee or have been appointed as a Life member. Members in good standing are entitled to attend any General Meetings of the Society, receive notification of General Meetings, speak and vote at the meetings, and exercise other rights and privileges given to Members as outlined in the Society's bylaws.
PROGRAMMING DIRECTOR: The Programming Director provides leadership in the area of Programming. He or she reports to the Board of Directors and works collaboratively with the Administrative Director. General duties include programming, public relations, hospitality, gallery maintenance and advocacy.
SOCIETY: The name of the society is Clouds & Water Gallery and Visual Production Society.
STANDING COMMITTEE: A committee that is struck every year and consistently charged with the same responsibilities.