VP Access Policy

VP considers this a living document and welcomes suggestions from the community. At  minimum, we will review this document annually and will consider all suggestions shared by our community. To suggest changes or additions, including additional resources, please reach out to info@videopool.org or any staff member you feel most comfortable addressing.

Date of Approval / Review: August 8, 2022

Who We Are And What We Hope To Achieve Within Our Space

VP aims to be a welcoming, inclusive space based on principles of a community of care*. We offer a safer space for exploration and experimentation, where members are comfortable to play within an artmaking context. We are building a space in which we actively listen to each other in order to create an innovative, expressive, and productive space for staff, board and members to interact and actively support community movements. Our staff, board, and programs aim to be adaptable, fresh, open and humble while embracing different approaches to technology and its aesthetics, and to different approaches of working outside of a colonial context.

*In a community of care, we "use our power, privilege, and resources to better the people who are both in and out of our scope of reach." It is also activism, practicing anti-racism, calling out injustices, donating to or supporting  organizations and social movements, or simply asking someone, “What do you need and how can I help you?”

--taken from https://www.wellandgood.com/what-is-community-care/

What Is Not Tolerated/Accepted

Within VP’s facilities and programs, there is zero tolerance for racism, sexism, misogyny, homophobia, queerphobia, transphobia, transmisogyny, ableism, sizeism, ageism, sexual violence, sex-negativity, cultural appropriation, oppression, or general aggressiveness toward anyone. We will not tolerate any overt, or implied activity, attitude or language, including microaggressions, that may perpetuate oppression, including verbal, emotional or physical violence of any kind, and the inappropriate use of structural, physical or mental power, and will not discriminate based on emotional or intellectual abilities, socio-economic status or religion.

Consequences For Breaking This Agreement

In any incident that leaves staff, board, members or guests vulnerable, injured or uncomfortable, VP will strive to use a survivor-centered approach, considering the safety and security of the person who experienced the harm first and will expect that anyone involved in such a situation will work accordingly. All reports of unsafe behaviour will be treated with care and respect and will remain confidential.

Depending on the incident and its impact on the person who experienced the harm or impact on the VP community, VP will take the following actions:

• Warning / Discussion: After the first incident VP will issue a verbal and/or written warning to the offender and they may be asked to leave until the safety and security of the person who experienced the harm and/or VP community can be assured.
• Membership Revocation: A member may lose their membership and their ability to access VP for either production access, events, workshops, distribution, or all of the above.
• Performers and other artists being brought in to VP may have their contracts canceled.
• VP staff or board will discuss the incident/complaint, in confidence, with the accused and it will be up to the VP staff and board as to whether to offer a second chance to the accused. If the appropriate VP parties and the person who experienced the harm decide to allow the offender back, they will be given one warning.
• VP reserves the right to nullify any agreement with an artist-in-residence or presenter of any kind who does not comply with this policy.
• VP reserves the right to remove any patrons or members who do not comply with this policy.
• VP reserves the right to suspend or cancel any membership, without refund, for anyone that does not comply with this policy.

Process Outline

• VP will strive to create a fair and equitable resolution utilizing input from appropriate parties, including staff, board, the person who experienced the harm, and/or an outside resource.
• VP will endeavour to have a survivor-focused and procedurally fair process, accommodating all parties while acting in accordance with the safety and security of everyone involved as priority.
• Complaints will be addressed confidentially, and will include a follow-up proposed course of action.
• VP will initiate a response to the person who was harmed within seven days and will endeavour to address any complaints with care and respect in a timely manner.
• VP will make available a list of emergency resources on our website.

If You Have Experienced Violence Or Harm

We take incidents of oppression, discrimination and violence seriously and we are here to support you.

• It is not your fault if you have experienced acts of oppression, discrimination and violence.
• While navigating a violation to our safer spaces policy, you have the right to support, which can include bringing a friend or support person when meeting with VP.
• VP will work to support you with respect and confidentiality while navigating our policy.
• VP staff and board will receive annual training on creating safer spaces and responding to crises in a trauma informed and anti-oppressive manner.
• VP can support you in connecting to further supports including community health care, mental health, medical, legal and cultural supports.
• If you do not feel comfortable with the manner in which your case is being handled, you have the right to further support which can include reaching out to another member of staff, management or board.

Who To Contact If You Need Support

If you are the person who experienced the harm in an incident contrary to this policy, please contact one of the VP staff that you are most comfortable approaching. You are encouraged to include a friend or support person on any correspondence or for any meetings as needed.

If preferred, a board member can be made available to you to discuss the situation

A third party professional from Red Tent Winnipeg can be made available upon request or may be called in by VP at our discretion.

CONTACT STAFF

EMAIL BOARD OF DIRECTORS

CRISIS AND COUNSELLING SUPPORT CONTACTS 

https://guides.wpl.winnipeg.ca/crisis

https://winnipeg.ca/clerks/boards/WpgCommitteeForSafety/toolkit/who-do-i-call-cards.stm

https://ninecircles.ca/wp-content/uploads/2021/11/BIPOC-MENTAL-HEALTH-WORKER-LIST-2.pdf

https://www.hopeforwellness.ca/ 1-855-242-3310

https://translifeline.org/ 1-877-330-6366

HARM REDUCTION RESOURCES 

https://www.sunshinehousewpg.org/

https://mhrn.ca/ 

Only independent artworks are eligible to be produced through the resources of VP. Independent means that the artist initiates and is the driving force behind the proposed project. The artist must maintain complete creative and editorial control over the work, ownership of the final work, distribution rights for the work and receive a significant part of any revenues generated by the work. VP also supports projects of social relevance such as community outreach projects (often in conjunction with other non-profit organizations).

In the case of a member hired to do freelance work, the client must be an artist or non-profit organization member of VP and the project must be an artist-controlled production of social and / or artistic value.

The following types of projects are not considered independent, and are not permitted at VP: Projects done on contract for, or produced by a private company, industrial or corporate projects, training projects, commercial television projects, wedding videos, commercial fashion videos, freelance projects for non-VP members.

Competence: Members must demonstrate proficiency with the equipment they intend to use or must engage an experienced, VP-approved operator. Members must familiarize themselves with security procedures, such as use of swipe cards, keys and security codes. If staff and/or security and police personnel are called out due to member misuse of the alarm system, the member will pay the resulting response charges.

Access to in-house facilities (editing suites, audio recording booth, production studio) is restricted to office hours until the member has demonstrated suitable proficiency and responsibility to be granted after-hours access. After hours access is up to the discretion of the Technical Department staff.

Members are entirely responsible for pickup, use and return of equipment. All bookings and rentals must be made under the name of the member who holds the copyright on the project.

Organizational members must appoint one person in the organization to be responsible for all VP rentals. This person’s name will appear on the Organization’s membership information. If anyone but the designated representative will be picking up equipment or using VP’s facilities, written notification must be provided by the organization.

Members using the facilities or renting equipment accept financial responsibility for loss, theft or damage. In the case of damage, VP staff must be informed of the problem immediately. In the case of theft, the member must also report the incident to the police and submit an incident number to VP.

Bookings on any piece of equipment are limited to a maximum of 7 days in a row, 12 days per month and 2 weekends per month. Bookings of any on-site facility are limited to a maximum of 20 hours per week, excluding bookings during 12 AM to 8 AM. Special circumstances must be reviewed and approved by Tech Department staff.

Cancellation: An inconvenience fee equivalent to the full rental amount will be charged for cancellations with less than one day’s notice or for “no shows.” Cancellations made one full working day prior to the booking date will not be penalized.

Return: Members must return equipment by 11 AM on the day it is due. In the event of a late return, the full daily rate for equipment will be charged due immediately.

Members renting the VP production studio must leave it clean after use. Materials left without prior approval will be disposed of and a cleaning fee will be charged to the member.

Must be paid upfront: All bookings and purchases must be paid in advance and booked via the online booking system, QReserve.

Organizations in good standing can request to be invoiced for their rental.

Debts over $200 and outstanding invoices more than thirty days from invoicing can mean suspension of member’s access until the debt is paid. If we incur expenses to collect outstanding debts, the member will reimburse VP for those costs. In addition, equipment bookings may be denied if a member’s accounts are in arrears.

Motherboard Members (formerly AAF) must abide by all other existing member access policies. The following are additions and amendments to the Equipment Access Policy regarding the Motherboard Memberships.

1. The Motherboard is only for individual artists engaged in the production of work that is initiated, driven and owned by the artist holding the Motherboard Membership.
2. Equipment and suite bookings are made on a first-come, first-served basis for all VP members, regardless of membership category.
3. A penalty fee equivalent to the full rental fee will be charged for late returns of equipment by a Motherboard Member. The Penalty fee will be charged for equipment returned late on the day it is due and for each day equipment is overdue. Motherboard members will not be allowed to rent equipment until the penalty fee is paid.
4. The Motherboard Membership Fee must be paid in full, up front.
5. An Motherboard Membership may NOT be purchased with volunteer credits.
6. A Motherboard Membership DOES NOT guarantee after-hours access.

VP reserves the right to revoke a membership under the following conditions:

1. A member has contravened VP's Safer Spaces Policy
2. A member has contravened VP’s Anti-Discriminatory and Harassment Policy.
3. A member has contravened VP’s access policy. (Examples include but are not limited to: non-payment of invoices, misuse of equipment, late return of equipment, etc.).
4. A member has contravened VP’s Eligible projects policy.

Issues arising regarding membership suspension, revocation or reactivation must be addressed in writing to the VP Board of Directors, who make final decisions in these matters.