Protocol

General assembly (Annual meeting)

Tuesday 26^th February 2013

20:00 at Circolo Scandinavo, Via della Lungara 231

 

1. Opening of meeting and approval of the meeting’s proclamation

Chairman Anders Bjurner opened the meeting. The general assembly agreed that the annual meeting was convened in accordance to the statutes.

 

2. Election of chairman

Anders Bjurner was chosen as the chair of the meeting.

 

3. Election of secretary

Caroline Mård was chosen as the secretary of the meeting.

 

4. Election of controllers of the protocol

Two members were chosen to control the protocol: Katarina Agorelius and Mathias Rongved.

 

5. Approval of agenda

The agenda was approved of by the general assembly.

 

6. Approval of the annual report

AB presented the annual report of 2012. He focused on the rising number of applications to the residency program, and on the high quality among the applicants. The applications were equally divided in terms of nationality, art form, and gender.

AB also mentioned the high number of cancellations. The majority of the cancellations come from Swedish artists, which is believed to be due to the fact that Swedish artists have fewer possibilities to receive economical support than artists from the other Nordic countries. AB pointed out that the artists’ evaluations have to be analyzed in order to further improve the residency work.

Last year was characterized by the election of a new director. Mette Perregaard’s mandate expired, and Ingo Arnason took office in September. The post had many applicants, and AB gave a brief account of the selection process and noted that he and the rest of the board are very happy about the choice of IA.

Charlotte Steffansson was succeeded by Caroline Mård as the Swedish Cultural Foundation in Finland’s trainee.

Nico de Lillo from the University of Firenze was a trainee at Circolo Scandinavo from July 5-31 2012.

Circolo Scandinavo had 78 members in 2012, and a substantial part of these members are not paying members. There is a clear downward trend in the number of members, and AB suggested the idea to introduce a membership card, which would hopefully give the members a discount at museums in Rome. AB also mentioned the Welcome Coffees as an event that benefits both the members and the artists. Also the monthly Till Rom-events and the Salottos are popular among the members. The expectation is that the membership card and the events will attract new members, who are the foundation of Circolo Scandinavo.

 

7. Approval of the accounts of 2012

AB stated that last year’s accounts are balanced, but that the economic situation is extremely difficult. The Nordic Council of Ministers finances seventy percent of Circolo Scandinavo’s budget, while the rest of the income derives from the artists, the membership fees, and from sponsors. The rent is by far the biggest expenditure.

AB emphasized a few points in the accounts. The board’s expenses exceeded the budget due to the election of the new director, and the travel involved. The paragraph “extraordinary expenses” was budgeted to 2000 euro in 2012, but landed on 2910 euro. AB explained that the money was used for contractual commitments in connection with MP: s relocation from Rome.

The assembly approved of the accounts for the year 2012.

 

8. Approval of the budget for 2013

The budget for 2013 is balanced, but holds in fact a deficit of 18 000 euro, since the post “Andre tilskud” at present is only an expectation. AB declared that the Jubilee Fund is now virtually emptied.

Ari Mäki (AM) reported that the Arts Promotion Centre in Finland has granted 4000 euro to the residency program. Finska författarföreningen has granted 1000 euro to the association. IA noted that Dansk Komponist Forening has decided to give 5000 DKK to the association. AB pointed out that there is a risk that the residency has to close down if more money can’t be secured as additional grants. In relation to this was the association’s legal status discussed. The board members are currently personally liable in the event of bankruptcy. The new board must convert the association into a legal entity, and thereby remove the economic reliability from the board members.   

The general assembly discussed that it is important that the board and the members are active in raising money. The possibility of lowering the rent was also discussed, and the board will analyze whether the rent corresponds to the market value. AM suggested that the embassies could unite and discuss a reduction of the rent with the Accademia dei Lincei.

IA explained that the cancellations so far haven’t had a negative impact on the economy. He explained that when cancellations occur he offers the spot to artists on the waiting list. He can also contact the embassies and offer the room for a price of 50 euro per night. A cancellation may thus prove to be profitable.

The assembly approved of the budget for 2013.

 

9. Election of members to the board and substitutes

AB noted that the current nomination process has proved to not be administratively successful. The board has decided that from now on all nominations should be sent to the director, who in his or her turn will forward the candidacies to the election committee and to the board. AB said that the current system in effect is based on two elections; one for the board members and one for the substitute positions. The board suggested that all the candidates will be presented on the same list, both those candidates put forward by the election committee, and those nominated by members. This would result in that the five candidates with the most votes will be elected to the board, and that number six and seven will be substitutes. The election committee’s proposal is presented separately. Those candidates that do not wish to candidate without the support of the election committee are requested to inform the director/the board about this already in the nomination process. No objection was directed against this specification of the nomination process.

Fredrik Lång presented the election committee’s proposal to the election of board members and substitutes. He started by giving an account of the committee’s guidelines: artistic knowledge in different art forms, regional distribution, economic realism, and continuity in the board’s work. The election committee nominated: Ander Bjurner, Per I. Gedin, Janne Giese, Peter Mickwitz and Ingeborg Stana to the positions as board members. Line Kallmayer was nominated by Minna Hamrin and Steingrímur Rohloff to the post as ordinary member of the board. The election committee nominated Line Kallmayer and Kari Steihaug to the substitute positions. Erik Snedsbøl was nominated by Franz Ernst and Peter Mickwitz.

Mathias Rongved, first secretary at the Norwegian embassy, was presented as the Nordic embassies representative to the board. Professor Marianne Pade at the Danish institute was presented as the Nordic institutes’ representative. Anna Söderbäck is until further notice Nordiska Konstnärsrådet’s representative in the board.

Thirty eight persons voted, whereof eleven voted per mail. Anders Bjurner (29), Per I. Gedin (18), Janne Giese (26), Peter Mickwitz (32), and Ingeborg Stana (27) were voted to the board. Line Kallmayer (23) and Kari Steihaug (21) were elected substitutes.

AB thanked the resigning board members Ari Mäki, Ólafur Gislason, Turid Karlsen Seim, Mona Lalim and Kirsten Justesen for their dedicated work. He also noted that despite the grim economic situation there have been many positive things happening in the association, for instance the increasing appeal, the visibility, the local collaborations and the inventory of the art.

 

10. Proposals

No incoming proposals.

 

11. Other matters

Madeleine Wulffson said that it will hopefully be possible to get part of the art collection restored. 

 

 

12. Closing of meeting

AB closed the meeting.