Loading...
HomeMy WebLinkAboutItem 4.03 HeritageCtrBylawsRules :W' CITY CLERK FILE # D~[1]IQ]-[Z]~ . AGENDA STATEMENT CITY COUNCIL MEETING DATE: August 22,1995 SUBJECT: Heritage Center Advisory Committee Bylaws and Rules of Procedure Report Prepared by: Diane Lowart, Parks & Community Services Director " EXHIBITS ATTACHED: / A. Proposed Bylaws and Rules of Procedure I B. Resolution Adopting Bylaws and Rules of Procedure RECOMMENDATION: Adopt Resolution ~.~ FINANCIAL STATEMENT: None DESCRIPTION: At the April 10, 1995 meeting of the Dublin City Council, the .ouncil appointed representatives to the newly formed Heritage Center Advisory Committee. The ~nnation of the committee was pursuant to the recommendations of the Heritage Task Force which were accepted by the City Council on April 25, 1994. As recommended by the Heritage Task Force, the purpose of the Heritage Center Advisory Committee is to "consider and make recommendations as it deems necessary to the City Council, Parks & Community Services Commission and to City Staff in all matters pertaining to the restoration, maintenance and operation of historical resources owned by the City". The committee is comprised of seven members including five members at-large (appointed by the Mayor with the approval of the City Council) and two representatives from the Dublin Historical Preservation Association. In addition, a representative from the Parks and Community Services Commission serves as a non~voting member of the Committee. As with other City Committees and Commissions, it is necessary to have established rules and operating procedures. Attached in Exhibit A are the proposed Bylaws and Rules of Procedure for the Heritage Center Advisory Committee. The bylaws are patterned after the bylaws for the Senior Center Advisory Committee and have been reviewed and approved by the Heritage Center Advisory Committee as well as the Parks and Community Services Commission. Attached in Exhibit B is a resolution adopting the Bylaws and Rules of Procedure for the Heritage Center Advisory Committee. It is recommended that the City Council adopt the Resolution. .----------------------------------------------------------------- COPIES TO: Parks & Community Services Commission Heritage Center Advisory Committee ITEM NO. 4. '7 R/cc-forms/a gdastmt.doc I. GENERAL PROVISIONS A. These Rules of Procedure shall be known as the Bylaws and Rules of Procedure of the Heritage Center Advisory Committee of the City of Dublin. A copy of these Rules and amendments thereto, shall be filed in the offices of the City Clerk for examination by the public. B. These Rules and any amendments hereto shall be effective on the date of the adoption hereof, and shall govern the meetings and activities of the Advisory Committee. II. COMMITTEE COMPOSITION AND METHOD OF APPOINTMENT A. The Heritage Center Advisory Committee shall be composed of seven (7) members. The Mayor, with the approval of the City Council, shall appoint five at-large members to the Committee. The remaining two members shall represent the Dublin Historical Preservation Association and shall be appointed by their Board of Directors. B. Committee members may resign at any time by giving written notice to the Mayor, City Clerk, and Heritage Center Director. . C. One member of the Parks and Community Services Commission shall serve as a non-voting member of the Advisory Committee. III. TERM OF OFFICE AND REMOVAL A. At-large Committee members shall be appointed for terms which run four (4) years beginning in January of an odd numbered year and ending in December of an even numbered election year (or until their successors are appointed). Two (2) At-large Committee members shall initially be appointed to two (2) year terms. (Initial At-large Committee members appointed in April of 1995, shall serve a term which runs 3 years, 9 months or 1 year, 9 months depending on whether they were appointed to a two year or four year term.) At the end of a Committee member's term, the Committee member may be reappointed to the Committee in the same manner as the initial appointment. There shall be no limit to the number of terms a Committee member may serve. B. Committee members representing Dublin Historical Preservation Association shall serve a one (1) year term, commencing July 1st and terminating on the following June 30th. At the end of a Committee member's term, the Committee member may be reappointed to the Committee in the same manner as the initial appointment. There shall be no limit to the number of terms a Committee member may serve. C. Advisory Committee members may be removed from office by the Mayor, with the approval of a majority of the City Council. Removal and appointment of Committee members shall be made only at a regularly scheduled meeting of the City Council. D. If a member of the Advisory Committee is absent from all regular meetings for a period of 90 days from the last regular meeting without permission from said Advisory Committee, or if a Committee member ceases to reside in the City of Dublin, said Committee member's office shall be declared vacant. . 1 EXHIBIT A IV. VACANCIES ';"~""''''> .~ Vacancies 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. V. OFFICERS . 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 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 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: I. 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 in place of the Chairperson. In the event of the absence of or the inability to act of both the Chairperson, 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 Councilor 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 o. the Advisory Committee, and these shall be sent to all members and administrative officers in advance of the meeting in which they are to be approved. 2 VIL....- GENERAL RESPONSIBILITIES OF THE COMMITTEE ..,. . VIII. 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 Council or 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 RESOLUTION NO. - 95 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF DUBLIN ********* ADOPTING BYLAWS AND RULES OF PROCEDURE FOR THE HERITAGE CENTER ADVISORY COMMITTEE WHEREAS, on April 10, 1995 the City Council made appointments to the newly formed Heritage Center Advisory Committee; and WHEREAS, the purpose of the Heritage Center Advisory Committee is consider and make recommendations as it deems necessary to the City Council, Parks & Community Services Commission and to City Staff in all matters pertaining to the restoration, maintenance and operation of historical resources owned by the City; and WHEREAS, the City Council has deemed it necessary to have Bylaws and Rules of Procedure for the operation of the Heritage Center Advisory Committee. NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Dublin hereby adopts the attached Bylaws and Rules of Procedure for the Heritage Center Advisory Committee. PASSED, APPROVED AND ADOPTED this 22nd day of August, 1995. AYES: NOES: ABSENT: ABSTAIN: Mayor ATTEST: City Clerk Wee- forms/reso.doe EXHIBIT B ';':"i.J~4l. ~... . . .