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HomeMy WebLinkAbout8.3 HCAC Responsibilities of 1/I 19 d—�--� s2 AGENDA STATEMENT HERITAGE AND CULTURAL ARTS COMMISSION MEETING DATE: June 11, 2009 SUBJECT: Heritage and Cultural Arts Commission Responsibilities Report by John Hartnett, Heritage & Cultural Arts Supervisor ATTACHMENTS: 1. Adopted Bylaws and Rules of Procedure RECOMMENDATION: 1) Review the responsibilities of the Commission as contained in the Bylaws and Rules of Procedure; and 2) Provide recommendations on modifications, if any, to the City Council. FINANCIAL STATEMENT: None DESCRIPTION: At the February 7, 2009 City Council/Commission Goals and Objectives Workshop, the Mayor suggested, and the City Council concurred, that it would be a good idea for each of the Commissions and Committees to review and validate their particular scope of responsibilities. The general responsibilities of the Heritage and Cultural Arts Commission as included in the Bylaws and Rules of Procedure are as follows: VII. GENERAL RESPONSIBILITIES OF THE COMMISSION The Commission shall consider and make recommendations, as it deems necessary to the City Council in all matters pertaining to: 1. 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, artifact acquisition, conduct of persons using the Heritage Center facilities; and rules for the use of the Heritage Center by the public. 2. The promotion and support of the arts within the community. Such recommendations would include, but are not limited to the following: recommendations on art in public places including City facilities and new developments within the City; exhibits at the Civic Center, Heritage Center and Dublin Sculpture Park; and recommendations for policies on art, cultural activities and facilities. COPIES TO: ITEM NO: 8.3 GA\HERITAGE COMMISSION\AGENDA STMTS\2009\6-1I-H&CAC Responsibiliities.doc In reviewing the Responsibilities as outlined, one recommendation by Staff is to replace Dublin Sculpture Park with Public Art Venue. This is in keeping with the Public Art Master Plan which describes a Public Art Venue as a location where several pieces of public art are on display in a consolidated area. Potential locations include Camp Parks, Dublin Historic Park and Emerald Glen Park. As the Commission can see, the responsibilities of the Heritage and Cultural Arts Commission are fairly broadly defined. Staff suggests that the Commission discuss the responsibilities outlined above and if changes are suggested, inform Staff. Staff will then prepare a report to the City Council. RECOMMENDATION: Staff recommends that the Heritage and Cultural Arts Commission review the responsibilities of the Commission as contained in the Bylaws and Rules of Procedure (Attachment 1) and provide recommendations on modifications, if any, to the City Council. 2 of 2 CITY OF DUBLIN HERITAGE AND CULTURAL ARTS COMMISSION BYLAWSAND RULES OFPROCEDURE I. GENERAL PROVISIONS A. These Rules of Procedure shall be known as the Bylaws and Rules of Procedure of the Heritage and Cultural Arts Commission 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 Commission. 11. COMMISSION COMPOSITIONAND METHOD OFAPPOINTMENT A. The Heritage and Cultural Arts Commission shall be composed of seven (7) members. B. The Mayor shall make all appointments to the Commission, with the approval of the City Council. When making appointments to the Commission, consideration shall be given to members of the Dublin Fine Arts Foundation and Dublin Historical Preservation Association (or similar groups) and to persons who are specifically qualified by reason of training, experience, interest or involvement in arts and/or heritage, particularly as related to artistic and cultural activities in the City. C. All members shall be residents of the City and shall be committed to furthering public art, and historical and cultural life in the community. D. Commission members may resign at any time by giving written notice to the Mayor and City Clerk. III. TERM OF OFFICE AND REMOVAL A. Commission members shall be appointed for terms which run four (4) years beginning in December of even numbered years and ending in December of an even numbered year. At the end of a Commissioner member's term, the Commission member may be reappointed to the Commission in the same manner as the initial appointment. Commission members shall be eligible to serve a maximum of eight(8)years with two (2) 4-year terms. B. Any member of the Commission may be removed from office by the Mayor, with the approval of a majority of the City Council. Removal and appointment of Commissioners shall be made only at a regularly scheduled meeting of the City Council. C. Commission members must attend 75% of all regular and special meetings in a 12 month period. The Secretary to the Commission shall provide the Mayor with monthly attendance reports and a quarterly overview of attendance by Commission members. The Secretary to the Commission shall notify the Mayor if a Commission member is absent from three consecutive meetings. The Commission member shall also be notified that they may be removed from the Commission. D. If a Commission member ceases to reside in the City of Dublin, said Commissioner's office shall be declared vacant. Bylaws and Rules of Procedure Page I of 3 Heritage and Cultural Arts Commission September 2, 2008 IV. VACANCIES A. Vacancies on the Commission 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 Commission for a 1-year term and hold office until their successors are elected, or until their terms as members of the Commission expire. The officers are elected at the first meeting of the Commission in December of each year. Elections, whether regular or to fill vacancies shall be held only if a simple majority of the Commission members are present. The secretary to the Commission will be the City Manager or his designee. 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 Chairman performs the following duties: 1. Presides at all meetings of the Commission. 2. Appoints committee and chairpersons of committees as necessary. 3. Signs correspondence on behalf of the Commission. 4. Represents the Commission before the 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 Committees. The Commission or the Chairperson, upon direction of the Commission, may appoint several of its members, but less than a quorum, to serve as a Committee. On certain occasions, such as when a particular kind of expertise or public representation is desirable, the Commission may appoint non-members to the Committee. Committees make recommendations directly to the Commission. A Committee may not represent the Commission before the Council or other bodies unless it has first received the authorization of the Commission to do so. VI. MEETINGS A. The Commission shall hold regular meetings at least once per month at a designated time and place, which shall be fixed and determined by the Commission and entered upon its minutes. All meetings of the Commission shall be open to the public. Special meetings of the Commission 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 Commission shall constitute a quorum for the purpose of transacting business. The secretary shall keep minutes of all regular and special meetings of the Commission, and these shall be sent to all members and administrative officers in advance of the meeting in which they are to be approved. Bylaws and Rules of Procedure Page 2 of 3 Heritage and Cultural Arts Commission September 2, 2008 VII. GENERAL RESPONSIBILITIES OF THE COMMISSION A. The Commission shall consider and make recommendations, as it deems necessary to the City Council in all matters pertaining to: 1. 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, artifact acquisition, conduct of persons using the Heritage Center facilities; and rules for the use of the Heritage Center by the public. 2. The promotion and support of the arts within the community. Such recommendations would include, but are not limited to the following: recommendations on art in public places including City facilities and new developments within the City; exhibits at the Civic Center, Heritage Center and Dublin Sculpture Park; and recommendations for policies on art, cultural activities and facilities. VIII. DUTIES OF COMMISSION TO BE ADVISORY ONLY A. The Commission shall be an advisory body to the 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. STAFFASSISTANCE A. The City Manager shall provide the Commission with such information and Staff assistance as the Commission may, from time to time request, subject to the limitations imposed by the City Council. X. AMENDMENTS A. These Bylaws and Rules of Procedure may be amended in the same manner as originally adopted. Bylaws and Rules of Procedure Page 3 of 3 Heritage and Cultural Arts Commission September 2, 2008