> For the complete documentation index, see [llms.txt](https://policies.tomediaarts.org/procedure-manual/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://policies.tomediaarts.org/procedure-manual/committees-overview/cmte-jpc.md).

# Joint Programming

The Joint Programming Committee (JPC) is a volunteer committee made up of up to two representatives from each Member organization and up to two local community members.

### 2018 Committee Members

Chair: TBD

Members: Greg Woodbury (CSV), Henry Faber (GS), Morgan Sears-Williams (CFMDC), Jennie Robinson Faber (DMG), Izzie Colpitts-Campbell (DMG), Genne Speers (CFMDC), Robby Duguay (GS)

## Terms of Reference

* The committee is comprised of 5-12 members, including a chair, staff and member volunteers.
* A chair and co-chair should be designated at all times
* Attendance at 75% of meetings is required to retain committee membership.
* Members may be appointed to the committee by the chair or the board of directors
* All committee members should:
  * Demonstrate a commitment to building equity in media arts and recognize barriers to inclusion
  * Consider introductory and advanced anti-racism/anti-oppression training with our partner Toronto Hostels Training Centre
  * Be familiar with TMAC's conflict resolution procedures
  * Be familiar with TMAC's artistic and charitable mandate

## Chair

The chair of the committee can be any one member of the board of directors, or a volunteer appointed by the board as a representative of the Member organization. If the chair is a board member, these responsibilities are also set out in the role description for that director’s position.

The chair is responsible for:

* Scheduling the meetings
* Setting the meeting agendas
* Leading the meetings
* Recording and posting minutes
* Following up on action items
* Bringing motions to the board for approval

A co-chair must be appointed to fulfill the chair’s role as required.

## Procedures

* The committee should meet at least 6 times per year, but may meet as frequently as needed.
* Three members constitutes a quorum; chair or co-chair must be in attendance.
* Minutes should be posted to the committee’s Basecamp project in a timely manner.

Major new projects should be brought to the board for approval at a meeting of the directors, or if timeliness is an issue, sooner via Basecamp.

## Lines of Communication

To ensure transparency for current and future committee members, committee business must be communicated and documented (in the case of offline conversations/decisions) through a **dedicated Basecamp project** for the committee.

Additional Basecamp projects for committee projects may be created at the chair’s discretion. For example, the committee might start a new Basecamp project for a workshop series or seasonal program, or if curriculum or other content will be developed over time. Non-committee members, outside coordinators, and clients can be looped in to a subset of content.

The committee’s **dedicated Slack channel** should be used instead of email or Basecamp for roughing out ideas and general chatter about projects and scheduling.

Incoming programming proposals are received through a **public form on our web site**, and submissions are delivered to the <events@tomediaarts.org> **shared email inbox**.

## Responsibilities

The JPC is responsible for:

* Planning, coordinating and executing all regular and major programming, space rentals and events:
  * Events presented by Members that make use of TMAC galleries and public event spaces
    * Receives and approves requests by Members to use TMAC spaces on an ad hoc basis
  * Events presented solely by TMAC and/or an external nonprofit, community or educational organization in partnership with TMAC
    * Plans 6 to 12 months ahead and determines topics of interest to members and relevant to yearly mandate, if applicable.
  * **Interim:** Events presented by external groups – nonprofit, education, or commercial – but not in partnership with TMAC or a Member (in the long term, external space rentals will be managed by an event coordinator staff person)
    * Receives and approves requests by external groups, manages resources and support volunteers, and handles billing
* Managing the volunteer pool:
  * Recruiting and training new volunteers, conducting background checks
  * Communicating with volunteers via Basecamp and Slack, assigning roles for every event, and training in facilities and events logistics