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Home My WebLink AboutItem 4.07 HeritageCtrAdvisory ",.. . . . $ CITY CLERK File # OI9l[z]0J-[Z][ill ..... AGENDA STATEMENT CITY COUNCIL MEETING DATE: June 16, 1998 SUBJECT: Revisions to Heritage Center Advisory Committee Bylaws and Rules of Procedure. Report by: Diane Lowart, Parks & Community Services Director. EXHIBITS ATTACHED: Resolution Amending the Bylaws and Rules of Procedure RECOMMENDATION:.rrv Adopt Resolution FINANCIAL STATEMENT: ~None DESCRIPTION: At the August, 1995, meeting of the Dublin City Council, Resolution 101- 95 was adopted approving Bylaws and Rules of Procedure for the Heritage Center Advisory Committee. Section V of the current bylaws states as follows: A. Election and Term of Office. The Chairperson and Vice Chairperson are elected by the majority of the Advisory Committee for a 1-year term and hold office until their successors are elected, or until their terms as members of the Advisory Committee expire. The officers are elected at the first meeting of the Advisory Committee in January of each year. (Elections for Advisory Committee Members who were appointed in April of 1995 will be held at the August, 1995 meeting and officers will serve an initial term of 17 months.) Elections. whether regular or to fill vacancies shall be held only if seven (7) Advisory Committee members are present. The Heritage Center Advisory Committee at its regular meeting of March 12, 1998, discussed the possibility of changing the attendance requirements for holding an election from seven (7) to a simple majority of Committeemembers. The reason for this change is that the Committee rarely has one hundred percent attendance and, consequently, is unable to conduct elections. Therefore, the Committee has recommended that Section V be amended as shown below: A. Election and Term of Office. The Chairperson and Vice Chairperson are elected by the majority of the Advisory Committee for a 1-year term and hold office until their successors are elected, or until their terms as members of the Advisory Committee expire. The officers are elected at the first meeting of the Advisory Committee in January of each year. (E!seticms for /ldWsory CommittQs MamhsFS who wero appointod fA April of 1995 \'.'if.1 bg hetd ;)t thg Aug~st, 1995 msstiAg :md offioers w.'/J seNS ;)n initi;)! tfJFI=n of 17 months.) Elections, whether regular or to fill vacancies shall be held only if &evon (7) a simole maioritv of the Advisory Committee members are present. The Parks and Community Services Commission has reviewed and concurs with the recommendation of the Heritage Center Advisory Committee. Staff has prepared a resolution amending the Bylaws and Rules of Procedure to reflect the Committee's recommendation (Exhibit A). It is Staffs recommendation that the City Council adopt the resolution. ------------------------------------------------------------------- COPIES TO: Heritage Center Advisory Committee 4.7 ITEM NO. G:\hrtgctr\bylaws\cc61 6rev .doc ..- RESOLUTION NO. . 98 . A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF DUBLIN *************************** ADOPTING AMENDED BYLAWS AND RULES OF PROCEDURE FOR THE DUBLIN HERITAGE CENTER ADVISORY COMMITTEE WHEREAS, Resolution No. 101-95 was adopted by the City Council in August, 1995, which established the Bylaws and Rules of Procedure for the Dublin Heritage Center Advisory Committee; and WHEREAS, the Bylaws and Rules of Procedure have been updated and revised to reflect changes proposed by the Heritage Center Advisory Committee. NOW THEREFORE, BE IT RESOLVED THAT THE City Council of the City of Dublin does hereby adopt the Bylaws and Rules of Procedure for the Heritage Center Advisory Committee as contained in Exhibit A, attached hereto. BE IT FURTHER RESOLVED THAT this document rescinds all previously adopted Bylaws and Rules of Procedure for the Dublin Heritage Center Advisory Committee.. . PASSED, APPROVED AND ADOPTED this 16th day of June, 1998. AYES: NOES: ABSENT: ABSTAIN: Mayor ATTEST: City Clerk . ., IV. VACANCIES '" V acancies on the Committee occurring other than by expiration of term shall be filled for the unexpired portion of the term in the same manner as the original appointment. . OFFICERS V. A. Election and Term of Office. The Chairperson and Vice Chairperson are elected by the majority of the Advisory Committee for a I-year term and hold office until their successors are elected, or until their terms as members of the Advisory Committee expire. The officers are elected at the first meeting of the Advisory Committee in January of each year. Elections, whether regular or to fill vacancies shall be held only if a simple majority of the Advisory Committee members are present. The secretary to the Advisory Committee will be the City Manager or his designate. B. Vacancies. In case of any vacancy in the Office of Chairperson or Vice Chairperson, the vacancy shall be filled by an election held at the first regular meeting after the occurrence of such vacancy. The person so elected shall serve the balance of the term. C. Duties of Officers. The Chairperson performs the following duties: 1. Presides at all meetings of the Advisory Committee. 2. Appoints sub-committees and chairpersons of sub-committees as necessary. 3. Signs correspondence on behalf of the Advisory Committee. 4. Represents the Advisory Committee before the Parks and Community Services Commission and City CounciL 5. Performs other duties necessary or customary to the office. In the event of the absence of the Chairperson or his/her inability to act, the Vice Chairperson presides inA place of the Chairperson. In the event of the absence of or the inability to act of both the Chairperso~'" and the Vice Chairperson, the remaining members shall elect one of their members to act as temporary Chairperson. D. The Sub-Committees. The Advisory Committee or the Chairperson, upon direction of the Advisory Committee, may appoint several of its members, but fewer than a quorum, to serve as a Sub- Committee. On certain occasions, such as when a particular kind of expertise or public representation is desirable, the Advisory Committee may appoint non-members to the Sub-Committee. Sub-Committees make recommendations directly to the Advisory Committee. A Sub-Committee may not represent the Advisory Committee before the Commission or Council or other bodies unless it has first received the authorization of the Advisory Committee to do so. VI. MEETINGS A. The Advisory Committee shall hold regular meetings at least once per month at a designated time and place which shall be fixed and determined by the Advisory Committee and entered upon its minutes. All meetings of the Advisory Committee shall be open to the public. Special meetings of the Advisory Committee may be called by a majority of the members thereof, or by the Chairperson thereof. Notice of any such special meeting shall be given as required by law. B. A majority of the voting members of the Advisory Committee shall constitute a quorum for the purpose of transacting business. The secretary shall keep minutes of all regular and special meetings of the Advisory Committee, and these shall be sent to all members and administrative officers in advanc. of the meeting in which they are to be approved. VII. GENERAL RESPONSIBILITIES OF THE COMMITTEE 2 .... . VIII. . . r- The Advisory Committee shall consider and make recommendations as it deems necessary to the Parks and Community Services Commission, the City Council and to City Staff in all matters pertaining to the restoration, maintenance and operation of the Heritage Center. Such recommendations would include, but are not limited to the following: recommendations for the development, improvement and/or modification of Heritage Center facilities or programs; recommendations for policies on heritage preservation, future public programs, conduct of persons using the Heritage Center facilities, and rules for the use of the Heritage Center by the public. DUTIES OF COMMITTEE TO BE ADVISORY ONLY It is intended that the Committee shall be an advisory body to the Parks and Community Services Commission and City Council. Nothing.herein contained shall be construed as a limitation on the power of the City Councilor the Administrative Staff of the City or any other agency in their supervision, or authority over property or personnel which are under their respective jurisdictions. IX. STAFF ASSISTANCE The City Manager shall provide the Advisory Committee with such information and Staff assistance as the Advisory Committee may, from time to time request, subject to the limitations imposed by the City Council. X. AMENDMENTS These Bylaws and Rules of Procedure may be amended in the same manner as originally adopted. 3