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HomeMy WebLinkAboutAgenda - 03-03-2011 - 4jORANGE COUNTY BOARD OF COMMISSIONERS ACTION AGENDA ITEM ABSTRACT Meeting Date: March 3, 2011 Agenda , Item No. SUBJECT: Amendment to A Resolution Creating an Orange County Arts Commission DEPARTMENT: Economic Development PUBLIC HEARING: (YIN) No ATTACHMENT(S): INFORMATION CONTACT: 1. Resolution Creating an Orange County Laurie Paolicelli, Visitor's Bureau, Arts Commission Director 968-2064 Martha Shannon, Arts Commission Coordinator, 968-2011 Annette Moore, Staff Attorney, 245-2317 PURPOSE: To consider a text amendment to the Resolution Creating an Orange County Arts Commission to grant the Arts Commission the authority to award Arts Commission grants. BACKGROUND: The Orange County Arts Commission was created by Board of County Commissioners ("Board") by resolution on February 4, 1985 as the Official countywide advisory body on the arts, to promote, coordinate and strengthen private and public programs to further the cultural development of the County. The "Resolution Creating the Orange County Arts Commission" (the "Resolution") provided that the Arts Commission would be the Local Distributing Agency of funds from the N.C Arts Council, advise the Board of Commissioners of the annual allotment of Grassroots Arts Program funds and recommend award decisions for the use of the funds to the Board of County Commissioners. In practice the Arts Commission has been selecting recipients to award funds for both the N.C. Arts Council Grassroots Program and County funds, presenting the recipients to the Board and the Board presenting the checks to the recipients. On August 17, 2010, staff brought forward a text amendment for the Board's approval that would amend the Resolution to align the language of the Resolution with the practice. Board members had questions about both allowing an advisory board to award grant funds to recipients and making changes to the Resolution prior to the Board looking at changes to the bylaws of all advisory boards and commissions. In addition, there were question regarding who else the Board could designate as the Local Distributing Agency for N.C. Arts Council funds. Because of the questions the Board elected to defer the amendment until the issues were addressed. Staff is again bringing forward the amendment to the Resolution authorizing the Arts Commission to award grants from both the N.C. Arts Council Grassroots Program and County funds as well as changing the term of the members from two to three years. FINANCIAL IMPACT: None. RECOMMENDATION(S): The Manager recommends the Board approve the proposed amendments to "A Resolution Creating the Orange County Arts Commission." R~5-aoll-~a° Attachment 1 A RESOLUTION CREATING AN ORANGE COUNTY ARTS COMMISSION 3 WHEREAS, the Orange County desires to encourage the artistic expression and involvement of its citizens and enhance the cultural, educational, recreational and economic contributions provided by the arts as a means or benefiting the public welfare; and, WHEREAS, the State of North Carolina provides financial support to local arts programs by allocating funds to counties on a per capita basis; and, WHEREAS, while the State has decided on past funding awards the increasing number and variety of arts organizations within Orange County makes local decision necessary in order to ensure the most effective utilization of the funds; and, WHEREAS, the County requires a local organizational mechanism for partnership with regional and State arts councils and to improve coordination of the efforts of individuals, organizations and institutions and secure greater public awareness of their purposes and services. NOW, THEREFORE, BE IT ORDAINED BY THE BOARD OF COUNTY COMMISSIONERS OF ORANGE COUNTY THAT: Section 1. COMMISSION CREATED There is hereby established, an Orange County Arts Commission as the Official countywide advisory body on the arts, which will promote, coordinate and strengthen private and public programs to further the cultural development of the County. Section 2. MEMBERSHIP The Commission created herein shall consist of fifteen members to be appointed by the Board of Commissioners. Members shall reside in the County. No organization which is a potential recipient of County arts funding shall have on the Commission more than two people who serves on its board or staff. Each member shall serve for a term of ~e three years or until his or her successor is appointed and qualified, except that five of the original appointees to the Orange County Arts Commission shall serve for a term of one year following the establishment of the Commission. No member who has served two consecutive ~uve three-year terms may be reappointed until he or she has not served for one year. A vacancy in mid-term shall be filled in the same manner as the original appointment to fill the unexpired term. All members of the Commission shall serve without salary. Section 3.ORGANIZATION A. The Commission shall organize and adopt administrative rules, procedures, and by-laws necessary to accomplish its purposes, and elect from its members a chairperson and such other officers as it shall deem necessary. B. All regular or special meetings of the Commission shall be open to the public as governed by North Carolina General Statue. Any person shall be entitled and encouraged to appear and be heard on any matter pertaining to the arts before the Commission. C. The Commission's office and files shall be lodged organizationally within the Orange County D""'~~ °~a v°~~°°':°~ Economic Development Department. Staff support shall be provided by the Executive Director of D°~'~~ ~„a ~°°-°~*~°~ Chapel Hill /Orange County Visitors Bureau or their desi ng ee, except as may be otherwise arranged by the County Manager from other departments and from the Triangle J Cultural Resources Committee and the North Carolina Arts Council. Section 4. PURPOSES The purposes of the Commission shall be as follows: A. To advise the Board of County Commissioners on matters involving the arts; B. Upon nomination of the Board of Commissioners and approval of the N.C. Arts Council the Commission shall be the Local Distributing Agent (LDA) te--adi~° *'~° ~~°ra °~ ~~n~ers of the annual allotment of Grassroots Arts Program funds. As the LDA it shall have the goal of assuring that the County's annual grassroots funding allotment is broadly and fairly distributed to serve as effectively as possible the arts needs of the citizens; C. To encourage and aid the appreciation and awareness of, and participation in, the arts among all citizens of Orange County; D. To encourage cooperation and coordination among individuals, organizations and institutions concerned with the arts in the County of Orange; E. To facilitate the development of self-sustaining arts programs; F. To accept gifts or donations pertaining to cultural or artistic matters that may be used to promote, aid and expand the cultural resources of the County. Section 5. ACTIVITIES The activities of the Commission shall include the following: A. To initiate, sponsor, conduct or support, alone or in cooperation with other public or private agencies, programs in the arts; B. To serve as a clearinghouse for information about Orange County artists, arts programs, facilities, organizations and institutions and to encourage public awareness, utilization and support of such resources; C. To administer the Grassroots Program and County funds which shall include the responsibility to: a. familiarize those interested in the arts with the guidelines necessary for funding; 5 b. advertise for applications at the start of each grant cycle; c. review requests; d. ~~~ award deeis~e~s~e-;n ~ a ~ rants based on applicant's abilit~o meeting the necessary guidelines and conditions and being able to arrange matching funds; e. mail award letters and checks; and f. secure proper documentation of expenditures for inclusion in the County's annual audit. Amendment approved December 6, 2004 Amendment approved