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HomeMy WebLinkAboutAgenda - 11-01-1995 - VIII-B ! 1 ORANGE COUNTY BOARD OF COMMISSIONERS Action Agenda Item No.�_ ACTION AGENDA ITEM ABSTRACT Meeting Date: November 1, 1995 SUBJECT: Change in the Arts Commission Resolution DEPARTMENT: PUBLIC HEARING: Yes xx No Recreation & Parks ATTACHMENT(S) : INFORMATION CONTACT: 732-4617 1) A Resolution creating an Orange County Tom Waldrop, Chair Arts Commission Arts Commission (see section 2. TELEPHONE NUMBER: Membership, paragraph 1, sentence 3) Hillsborough - 732-8181 2) Arts Commission By-Laws, Article III Chapel Hill - 968-4501 Meetings Section 4 voting Mebane - 227-2031 Durham - 688-7331 PURPOSE: Delete the part of the Resolution which states: No organization which is a potential recipient of county arts funding shall have on the Commission more than one person who serves on its board or staff. For the reason not restricting the number of members from any one organization who may serve on the Arts Commission Board and to allow all eligible arts organizations access to county funds. BACKGROUND: The Arts Commission feels this wording is no longer necessary since the same issue is addressed in the by-laws (See Arts Commission By-Laws, pages 2 & 3 Article III, Section 4 voting) to cover the Commission if the case were to occur where members of the same organization were appointed to the Arts Commission by BOCC during the same terms. It also restricts the number of potential qualified applicants to the Commission and limits Commission members' affiliation with numerous arts organizations. RECOMMENDATION(S) : The manager recommends that this part of the Resolution be rescinded. A RESOLUTION CREATING AN ORANGE COUNTY ARTS COMMISSION 2 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; andi 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 eleven 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 one person who serves on its board or staff. Each member shall serve for a term of two 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 two-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 Statute. Any person shall be entitled and encouraged to appear and be heard on any matter pertaining to the arts before the commission. � 3 C. The Commission's office and files shall be lodged organizationally within the Orange County Parks and Recreation Department. Staff support , pport shall be provided by the Director of Parks and Recreation 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) to advise the Board of Commissioners of the annual allotment of Grass Roots 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 funds which shall include the responsibility to: a) familiarize those interested in the arts with the guidelines necessary for funding, b) advertise for applications at the start of each grant cycle; c) review requests, d) recommend award decisions to the Board of Commissioners based on applicant.'s meeting guideline 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. APPROVED THIS, the 4th Day of February, 1985 XL Don Willhoit, Chair Orange County Board of Commissioners N 4 BY-LAWS OF THE ORANGE COUNTY ARTS COMMISSION Article I: The Commission Section 1. Name of the Commission. The name of the Commission shall be the "Orange County Arts Commission" and whenever the word "Commission" is used herein, the name shall mean and refer to the Orange County Arts Commission. Article II. Officers and Duties Section 1. Officers. The officers of the Commission shall be Chairperson, Vice Chairperson, and Secretary. Section 2. Chairperson. The office of the Chairperson shall be filled from the membership of the Commission. The term of office of the Chairperson shall be for one year and not more than two consecutive years commencing with the regular September meeting. The Chairperson shall preside at all meetings of the Commission and shall decide all points of order and procedure, subject to the by-laws and Robert's Rules of Order. The Chairperson shall appoint any committees found necessary to investigate any matters before the Commission. The Chairperson may call special meetings of the Commission in accordance with these by-laws. Section 3. Vice Chairperson. The office of Vice Chairperson shall be filled in the same manner and for the same term as the Chairperson. The Vice Chairperson shall serve as Acting Chairperson in the absence of the Chairperson, and at such times will have the same powers and duties as the Chairperson. Section 4. Secretary. The office of Secretary shall be filled in the same manner and for the same term as the Chairperson. The Secretary, subject to the direction of the Chairperson and the Commission, shall keep all records, shall conduct all correspondence of the Commission, and shall generally supervise the clerical work of the Commission. The Secretary shall keep the minutes of every meeting of the Commission, which minutes shall be a public record. The minutes shall show the record of all -important facts pertaining to each meeting and hearing, every resolutipn acted upon by the Commission, and all votes of the Commission upon the final determination of any question, indicating the names of the members absent or failing to vote. The Secretary shall give or serve all notices required by law or these by-laws, an prepare under the direction of the Chairperson the agenda for all meetings of the Commission. In the absence of both Chairperson and Vice Chairperson the Secretary shall preside at regular meetings. Minutes of meetings shall be distributed no later than three weeks after said meetings. w 5 OCAC By-Laws -- Page 2 Section 5. Vacancies. Should the office of Chairperson or Vice Chairperson or Secretary become vacant, the Commission shall elect a successor from its membership at its next regular or special meeting, and such election shall be for the unexpired term of said office. Section 6. Membership Vacancies. Vacancies created by a member leaving the Commission for whatever reason shall be filled in the same manner as the original appointment, by the Orange County Commissioners, with the appointment being for the unexpired term of said vacancy. The Orange County Arts Commission may recommend . to the Orange County Commissioners candidates to fill vacancies from applicants on file as wishing to serve on the Arts Commission. Section 7. Membership Terms. Each member is appointed to serve on the Commission for a three year term. The member is eligible for re-appointment for a second three year term with the approval of the Commission and the County Board of Commissioners. Article III. Meetings Section 1. Regular Meetings. Regular meetings of the Commission shall be held on the second Monday of each month at 7 :30 p.m. , unless the same shall be a legal holiday, in which event the Commission shall decide on an alternate date for the meeting. Section 2. Special Meetings. The Chairperson may when deemed necessary, and upon the written request of three (3) or more members of the Commission, call a special meeting of the Commission. Each member shall be notified of the call for a special meeting at least twenty-four (24) hours prior to the time of such meeting. At such special meeting no business shall be considered other than as designated in the call, unless those members present constituting a quorum vote unanimously to transact other business. Section 3. Quorum. At any meeting of the Commission a quorum shall consist of one/half plus one of the currently seated members, including the presiding officer. No action shall be taken in the absence of a quorum except to adjourn the meeting to a subsequent date. Section 4. Voting. At all meetings of the Commission, each member attending shall be entitled to 'cast one vote. Voting shall be by voice except that voting pursuant to the election of officers may be by written ballot. The vote of a majority of those members present shall be sufficient to decide matters before the Commission, provided a quorum is present. In the event that any member shall have a financial interest or any conflicting interest of any kind in a matter then before the Commission, the member shall disclose such interest and be disqualified from voting upon the matter, and the 6 , OCAC By-Laws -- Page 3 If a member or members are disqualified from voting for the foregoing reasons, and such disqualification reduces the number of members present and eligible to vote to a number less than a quorum, then the matter under consideration must receive the same number of affirmative votes which would be required to carry the same if a quorum were present and voting. Section S. Appointment of Committees. The Chairperson may appoint whatever committees deemed necessary to facilitate the conduct of business before the Commission, to study special issues or problems, and to make recommendations and reports to the Commission as appropriate concerning actions taken by the committees or actions needing to be taken by the Commission. The Chairperson shall appoint committee chairpersons as appropriate with the consent of the Commission. Section 6. Executive Committee. The Executive Committee will consist- of the Chairperson, the vice- Chairperson, the Secretary and a member at large to be elected. The Executive Committee shall tend to matters affecting the Commission which in the view of a majority of the Executive Committee require action by the Commission between Commission meetings. No decision relating to the receipt or disbursement of Art Commission funds shall be made by the Executive Committee. Any action taken and any correspondence initiated by the Executive Committee shall be presented to the full Arts Commission at the Commission's next scheduled meeting. Section 7. Attendance. Any member who is absent without excuse for two consecutive meetings or a total of three meetings within a twelve-month period shall no longer remain a member of the Commission. The Chairperson shall determine excused absences. Section 8. Finance. The Chairperson shall request from the Orange Recreation and Parks department a financial statement at least once a year. Article IV: Amendments These by-laws may be amended at any meeting of the Commission provided that notice of said proposed amendment is given to each member in writing at least (5) days prior to said meeting. A two-thirds (2/3) affirmative vote of the eleven member Commission, or seven members, is required for any amendment of these by-laws to become effective. Revised: June 12, 1995