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HomeMy WebLinkAboutMINUTES - 04232013 - C.17RECOMMENDATION(S): ADOPT the revisions to the bylaws of the Arts and Culture Commission of Contra Costa County to add the At-Large 3 seat and delete the Alternate seat, and TRANSFER Geoffrey Meredith to the new At-Large 3 seat for a term expiring on June 30, 2013. FISCAL IMPACT: No fiscal impact. BACKGROUND: The function of the Arts and Culture Commission of Contra Costa County is o advise the Board of Supervisors in matters and issues relevant to Arts and Culture, to advance the arts in a way that promotes communication, education, appreciation and collaboration throughout Contra Costa County; to preserve, celebrate, and share the arts and culture of the many diverse ethnic groups who live in Contra Costa County; to create partnerships with business and government; to increase communications and understanding between all citizens through art. Most importantly, the Commission will promote arts and culture as a vital element in the quality of life for all of the citizens of Contra Costa County. The Commission was created by the Board of Supervisors on December 13, 1994. There are currently eight APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 04/23/2013 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS AYE:John Gioia, District I Supervisor Candace Andersen, District II Supervisor Mary N. Piepho, District III Supervisor Karen Mitchoff, District IV Supervisor Federal D. Glover, District V Supervisor Contact: Dorothy Sansoe (925) 335-1009 I hereby certify that this is a true and correct copy of an action taken and entered on the minutes of the Board of Supervisors on the date shown. ATTESTED: April 23, 2013 David Twa, County Administrator and Clerk of the Board of Supervisors By: June McHuen, Deputy cc: C. 17 To:Board of Supervisors From:David Twa, County Administrator Date:April 23, 2013 Contra Costa County Subject:Appointement to Arts Commission and Revision of Bylaws BACKGROUND: (CONT'D) members - one from each Supervisorial district, two at-large members, and one alternate member. The Commission is recommending that the alternate seat be converted to an at-large seat with a term expiration date of June 30, 2013. The dedication services of the members of the Commission and hours of volunteer is significant. The Commission feels that all of its members are providing and equal effort into the success of the Commission and should have an equal say in the activities of the Commission. By converting the alternate seat to an at-large seat all members of the Commission will have an equal vote. The revised bylaws, recommended by the Commission for adoption by the Board of Supervisors, are attached. CONSEQUENCE OF NEGATIVE ACTION: Not all members of the Commission will have an equal voice. CHILDREN'S IMPACT STATEMENT: None. ATTACHMENTS Revised Bylaws - Marked version Revised Bylaws - Clean version BY-LAWS OF THE ARTS AND CULTURE COMMISSION OF CONTRA COSTA COUNTY 1. STATEMENT OF PURPOSE The function of the Arts and Culture Commission of Contra Costa County (AC5) is to advise the Board of Supervisors on matters and issues relevant to Arts and Culture, to advance the arts in a way that promotes communication, education, appreciation and collaboration throughout Contra Costa County; to preserve, celebrate, and share the arts and culture of the many diverse ethnic groups who live in Contra Costa County; to create partnerships with business and government; to increase communications and understanding between all citizens through art; and to create District Alliances in each Supervisorial District. Most importantly, the Commission will promote arts and culture as a vital element in the quality of life for all of the citizens of Contra Costa County. 2. LOCATION OF MEETINGS Regularly scheduled monthly meetings of the AC5 will be held at any location designated by a majority of the Commission. 3. MEMBERSHIP ON THE AC5 The AC5 will have eight members, including one alternate. Each Supervisor will appoint one member to represent his or her district. TwoThree members will serve at-large and will be appointed by the Board of Supervisors., as will the one alternate. The alternate can sit and vote for any absent member or vacant seat. If a vacancy occurs in one of the at-large seats, the alternate would automatically assume that vacant seat. If a vacancy occurs in the seat representing the district where the alternate resides, the alternate would assume that vacant seat upon the concurrence of the Supervisor for that district. If a vacancy occurs in a district other than the alternate's, the vacancy would be declared and the Supervisor would appoint a new commissioner to represent their district. In that case, the alternate would remain in the alternate seat. Members may resign from the AC5 by submitting a letter of resignation. 4. TERM OF COMMISSIONERS Staggered terms are four years in length, ending June 30. Upon expiration of their term, Commissioners may continue to serve until a successor is appointed. There are no term limits. 5. OFFICERS The officers are Chair, Vice-chair, and immediate past Chair. 6. ELECTION OF OFFICERS A three-member nominating committee, appointed by the Chair, will develop a slate of officers to be presented and elected by the Commission at the June meeting. If an office becomes vacant at any time, a new officer is elected in the same way. The Vice-Chair assumes the role of chair for the remainder of the term if the chair is unable to continue. 7. DUTIES OF OFFICERS Chairperson 1. The Chair calls and presides over meetings of the AC5. 2. The Chair and the Executive Director, with input from the Commissioners, prepare the meeting agenda. 3. The Chair may delegate his/her duties to the Vice-Chair. Formatted: Indent: Hanging: 0.03", Tab stops: Not at 0" + 0.44" + 1" + 1.5" + 2" + 2.5" + 3" + 3.5" + 4" + 4.5" + 5" + 5.5" + 6" + 6.5" + 7" + 7.5" + 8" + 8.5" + 9" + 9.5" + 10" + 10.5" + 11" + 11.5" + 12" + 12.5" + 13" Formatted: Indent: Hanging: 0.03", Tab stops: Not at 0" + 0.44" + 1" + 1.5" + 2" + 2.5" + 3" + 3.5" + 4" + 4.5" + 5" + 5.5" + 6" + 6.5" + 7" + 7.5" + 8" + 8.5" + 9" + 9.5" + 10" + 10.5" + 11" + 11.5" + 12" + 12.5" + 13" Vice-Chair 1. The Vice-Chair assumes the duties of the Chair in his/her absence. 2. The Vice-Chair assumes the duties of the Chair for the remainder of the term if the Chair is unable to continue. 8. TERMS OF OFFICE Each officer serves a term of one year, beginning in July and ending the following June. 9. THE STANDING COMMITTEES Communications Committee The Communications Committee will develop plans to increase public visibility of both AC5 and the arts in Contra Costa County. Functions include public relations, marketing and media relations. Public Art Committee The public Art committee will oversee the Art Passages program and other public art projects as directed by the Commission. Executive Committee The Executive Committee is comprised of the Commission Chair, Vice Chair, and immediate past Chair. The committee will review and make recommendations concerning Commission staff, personnel matters, finance and budget, and Commission governance issues. 10. CONDUCT OF MEETINGS All meetings of the AC5 and its committees shall be held in accordance with The Ralph M. Brown Act and The Better Government Ordinance. The Simplified Robert’s Rules of Order shall govern the conduct of all meetings held by the AC5 and its committees. 12. QUORUM A majority of the total number of authorized seats on the AC5 or on a committee must be present to constitute a quorum for meetings. If all authorized seats are not filled, this does not change the quorum requirement. With seven eight authorized seats, a quorum for AC5 is 4 5 commissioners. The alternate can sit and vote for any absent member or vacant seat. No business shall be conducted without a quorum. 13. AMENDING THE BY-LAWS Any proposed changes to these By-laws shall be presented in writing at a regularly scheduled AC5 meeting. The proposed changes to these By-laws will be referred to the Executive Committee for review and recommendation to the AC5. The proposed changes to these By-laws shall be presented in writing at the next regularly scheduled meeting of AC5. The proposed changes may be adopted at the next regularly scheduled meeting by a two-thirds vote of the members present. Adopted: 5/8/96 Amended: 8/14/96, 9/23/02, 10/09/02, 02/08/06, 10/2/07, 4/10/13 BY-LAWS OF THE ARTS AND CULTURE COMMISSION OF CONTRA COSTA COUNTY 1. STATEMENT OF PURPOSE The function of the Arts and Culture Commission of Contra Costa County (AC5) is to advise the Board of Supervisors on matters and issues relevant to Arts and Culture, to advance the arts in a way that promotes communication, education, appreciation and collaboration throughout Contra Costa County; to preserve, celebrate, and share the arts and culture of the many diverse ethnic groups who live in Contra Costa County; to create partnerships with business and government; to increase communications and understanding between all citizens through art; and to create District Alliances in each Supervisorial District. Most importantly, the Commission will promote arts and culture as a vital element in the quality of life for all of the citizens of Contra Costa County. 2. LOCATION OF MEETINGS Regularly scheduled meetings of the AC5 will be held at any location designated by a majority of the Commission. 3. MEMBERSHIP ON THE AC5 The AC5 will have eight members. Each Supervisor will appoint one member to represent his or her district. Three members will serve at-large and will be appointed by the Board of Supervisors. 4. TERM OF COMMISSIONERS Staggered terms are four years in length, ending June 30. Upon expiration of their term, Commissioners may continue to serve until a successor is appointed. There are no term limits. 5. OFFICERS The officers are Chair, Vice-chair, and immediate past Chair. 6. ELECTION OF OFFICERS A three-member nominating committee, appointed by the Chair, will develop a slate of officers to be presented and elected by the Commission at the June meeting. If an office becomes vacant at any time, a new officer is elected in the same way. The Vice-Chair assumes the role of chair for the remainder of the term if the chair is unable to continue. 7. DUTIES OF OFFICERS Chairperson 1. The Chair calls and presides over meetings of the AC5. 2. The Chair and the Executive Director, with input from the Commissioners, prepare the meeting agenda. 3. The Chair may delegate his/her duties to the Vice-Chair. Vice-Chair 1. The Vice-Chair assumes the duties of the Chair in his/her absence. 2. The Vice-Chair assumes the duties of the Chair for the remainder of the term if the Chair is unable to continue. 8. TERMS OF OFFICE Each officer serves a term of one year, beginning in July and ending the following June. 9. THE STANDING COMMITTEES Communications Committee The Communications Committee will develop plans to increase public visibility of both AC5 and the arts in Contra Costa County. Functions include public relations, marketing and media relations. Public Art Committee The public Art committee will oversee the Art Passages program and other public art projects as directed by the Commission. Executive Committee The Executive Committee is comprised of the Commission Chair, Vice Chair, and immediate past Chair. The committee will review and make recommendations concerning Commission staff, personnel matters, finance and budget, and Commission governance issues. 10. CONDUCT OF MEETINGS All meetings of the AC5 and its committees shall be held in accordance with The Ralph M. Brown Act and The Better Government Ordinance. 12. QUORUM A majority of the total number of authorized seats on the AC5 or on a committee must be present to constitute a quorum for meetings. If all authorized seats are not filled, this does not change the quorum requirement. With eight authorized seats, a quorum for AC5 is 5 commissioners. 13. AMENDING THE BY-LAWS Any proposed changes to these By-laws shall be presented in writing at a regularly scheduled AC5 meeting. The proposed changes to these By-laws will be referred to the Executive Committee for review and recommendation to the AC5. The proposed changes to these By-laws shall be presented in writing at the next regularly scheduled meeting of AC5. The proposed changes may be adopted at the next regularly scheduled meeting by a two-thirds vote of the members present. Adopted: 5/8/96 Amended: 8/14/96, 9/23/02, 10/09/02, 02/08/06, 10/2/07, 4/10/13