Loading...
HomeMy WebLinkAboutAgenda 06-18-19 Item 8-r - Orange County Arts Commission Bylaws Changes ORANGE COUNTY BOARD OF COMMISSIONERS ACTION AGENDA ITEM ABSTRACT Meeting Date: June 18, 2019 Action Agenda Item No. 8-r SUBJECT: Orange County Arts Commission Bylaws Changes DEPARTMENT: Orange County Arts Commission (OCAC) ATTACHMENT(S): Revised Arts Commission Specific Policies – Mark-up Version Revised Arts Commission Specific Policies – Clean Version March 11, 2019 OCAC Minutes April 8, 2019 OCAC Minutes INFORMATION CONTACT: Katie Murray, 919-245-2335 PURPOSE: To approve changes to the Orange County Arts Commission Board Policies and Procedures. BACKGROUND: The Advisory Board of the Orange County Arts Commission (OCAC) proposes changes to its governing policies and procedures document. The primary purposes for these changes are to create term limits for Advisory Board Officers, explain the responsibilities of officer positions, and address attendance policies. The changes were discussed at the March 11, 2019, Advisory Board Meeting and approved at the April 8, 2019 meeting (see attached minutes). OCAC staff consulted with the County Attorney and Clerk’s Offices prior to initiating the proposed changes. FINANCIAL IMPACT: There is no financial impact associated with this item. SOCIAL JUSTICE IMPACT: The following Orange County Social Justice Goal is applicable to this item: GOAL: ENABLE FULL CIVIC PARTICIPATION Ensure that Orange County residents are able to engage government through voting and volunteering by eliminating disparities in participation and barriers to participation. RECOMMENDATION(S): The Manager recommends that the Board approve the proposed changes to the Orange County Arts Commission Board Policies and Procedures. 1 ORANGE COUNTY ARTS COMMISSION BOARD POLICIES AND PROCEDURES SECTION I: SCOPE A. Purpose 1. To establish a policy and procedures whereby the Orange County Board of Commissioners will establish the specific policies and procedures governing the Orange County Arts Commission Board. 2. The Orange County Board of Commissioners may appoint an advisory board whose duty is to serve in an advisory capacity to the Orange County Arts Commission Board. B. Authority 1. North Carolina General Statute 153A-76 grants boards of county commissioners the authority to establish advisory boards. 2. The Orange County Advisory Board Policy serves as the underlying policy document to which the Orange County Arts Commission Board, in addition to this policy and procedure document, is subject. The Orange County Advisory Board Policy is attached hereto as “Exhibit A”. 3. In the event that there is a conflict between the Orange County Advisory Board Policy and this Policies and Procedures document this Policies and Procedures document shall control. C. Charge 1. The charge of the Orange County Arts Commission Board is as follows: The purpose for which the Orange County Arts Commission Board was formed in 1985 is to serve 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 II: GOALS AND OBJECTIVES A. Goals 1. The Orange County Arts Commission Board shall: a. Advise the Board of Commissioners on matters involving the arts; b. Upon nomination of the Board of Commissioners and approval of the North Carolina Arts Council the Orange County Arts Commission shall be the Designated County Partner (DCP) of the annual allotment of Grassroots Arts Program funds. As the DCP 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 of Orange County; c. Encourage and aid the appreciation and awareness of, and participation in, the arts among all citizens of Orange County; d. Encourage cooperation and coordination among individuals, organizations and institutions concerned with the arts in the County of Orange; e. Facilitate the development of self-sustaining arts programs; f. 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. B. Objectives 1. The Orange County Arts Commission Board shall: a. Initiate, sponsor, conduct or support, alone or in cooperation with other public or private agencies, programs in the arts; b. 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. Administer the Grassroots Program and County funds which shall include the responsibility to familiarize those interested in the arts with the guidelines necessary for funding, advertise for applications at the start of each grant cycle, review requests, award grants based on applicant’s ability to meet the necessary guidelines and conditions and being able to arrange matching funds, mail award letters and checks, and secure proper documentation of expenditures for 2 inclusion in the County’s annual audit. d. Encourage economic development by luring investment from entities which seek to invest in communities dedicated to sponsorship of the arts. SECTION III: MEMBERSHIP A. Authority 1. North Carolina General Statute 153A-76 grants boards of county commissioners the authority to establish advisory boards and to appoint members to and remove members from those advisory boards. In acting on this authority the Orange County Board of Commissioners hereby establishes certain general conditions to which applicants and members of advisory boards should conform. B. Composition 1. The Orange County Arts Commission Board is composed of fifteen voting members appointed by the Board of County Commissioners. 2. The Orange County Arts Commission Board has no appointed alternate members. 3. The Orange County Arts Commission has no appointed ex-officio members. 4. No organization which is a potential recipient of County arts funding shall have on the Orange County Arts Commission Board more than two people who serve on its board or staff. No person serving on the Orange County Arts Commission shall vote or discuss an award by the Orange County Arts Commission to an agency which they are a member have a direct or indirect financial interest. C. Organization 1. The Orange County Arts Commission’s office and files shall be lodged organizationally within the Orange County office of Economic Development Department office of the County Manager. Staff support shall be provided by the Executive Director of Chapel Hill/Orange County Visitors Bureau or their designee, except as may be otherwise arranged by the County Manager. D. Officers and Duties 1. The Executive Committee (Chair, Vice Chair and Secretary) shall tend to matters affecting the Orange County Arts Commission Board which in the view of a majority of the Executive Committee require action by the Orange County Arts Commission Board between Commission meetings. No decision relating to the receipt or disbursement of Orange County Arts 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 Orange County Arts Commission Board at the Commission’s next scheduled meeting. 2. Should the office of Chairperson or Vice Chairperson or Secretary become vacant, the Orange County Arts Commission Board 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. 3. Election a. Chair, Vice Chair and Secretary shall be elected by the advisory board unless otherwise specified by the Board of Commissioners. b. Chair, Vice Chair and Secretary shall be elected to one-year terms based on the calendar year. c. Chair, Vice Chair and Secretary shall serve no more than three consecutive one-year terms. d. Board officers are to be nominated in September and voted on no later than the November meeting. Chair, Vice Chair and Secretary shall assume office as of the January meeting and. 4. Responsibilities a. The advisory board Chair: i. Calls all meetings. ii. Serves as the presiding officer and conducts advisory board meetings. iii. Is the Authorized spokesperson for the advisory board. iv. Assists staff in developing the advisory board meeting agenda. v. Appoints and dissolves subcommittees, and the Chair and members thereof, of the body in consultation and with approval of the advisory board. 3 vi. Sets goals for the advisory board in consultation with staff and the Orange County Board of Commissioners. vii. Carries out advisory board assignments as required by the Orange County Board of Commissioners. viii. Reviews all advisory board minutes and proposed recommendations or assigns another member of the advisory board to do so. ix. May excuse members from attending advisory board meetings up to two (2) times per twelve (12) month period. b. The advisory board Vice Chair: i. Serves as the presiding officer and conducts advisory board meetings in the absence of the Chair. ii. Has all the responsibilities of the Chair in the Chair’s absence. c. The advisory board Secretary: i. Takes (or oversees the taking of) minutes for all advisory board meetings. ii. Submits minutes to advisory board members in advance of meetings. iii. Assures that other records of the advisory board are kept as directed by the Chair or the Orange County Board of Commissioners. 5. Term a. No board member who has served two consecutive 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. 6. Attendance a. The Orange County Board of Commissioners shall remove any member of an advisory board for neglect of duty, nonparticipation that becomes problematic to the advisory board’s functioning and purpose. Neglect of duty and nonparticipation are defined as follows: i. Missing three (3) consecutive meetings; or ii. Missing twenty-five percent (25%) of meetings within any twelve (12) month period. SECTION IV. MEETINGS A. Staffing 1. Orange County staff may serve a support function to advisory boards upon the approval of the Orange County Manager. B. Meetings 1. Meetings shall be held the second Monday of each month at Economic Development Commission in Hillsborough or the Southern Human Services Center in Chapel Hill alternating locations throughout the county. C. Agendas 1. Items for agendas shall be approved by the Orange County Arts Commission Board Chair and staff. SECTION V. ORIENTATION A. Attendance 1. Each member shall attend an orientation presented by the Orange County Staff to familiarize the advisory board members with the operation of County government, the department rules, and the operating procedures of the advisory board. 2. Each voting member will be encouraged to complete the orientation within six weeks of his or her appointment and participate in at least one meeting with the staff. SECTION VI. BY-LAWS A. By-Laws 1. Any Bylaws adopted by the Orange County Arts Commission Board are void and no further bylaws 4 shall be adopted. Procedure shall be governed solely by this policy document and the General Advisory Board Policy Document. 2. Should the Orange County Arts Commission Board determine modifications to policies and procedures are necessary the Orange County Arts Commission Board may petition the Board of County Commissioners for such modifications. 5 ORANGE COUNTY ARTS COMMISSION BOARD POLICIES AND PROCEDURES SECTION I: SCOPE A. Purpose 1. To establish a policy and procedures whereby the Orange County Board of Commissioners will establish the specific policies and procedures governing the Orange County Arts Commission Board. 2. The Orange County Board of Commissioners may appoint an advisory board whose duty is to serve in an advisory capacity to the Orange County Arts Commission Board. B. Authority 1. North Carolina General Statute 153A-76 grants boards of county commissioners the authority to establish advisory boards. 2. The Orange County Advisory Board Policy serves as the underlying policy document to which the Orange County Arts Commission Board, in addition to this policy and procedure document, is subject. The Orange County Advisory Board Policy is attached hereto as “Exhibit A”. 3. In the event that there is a conflict between the Orange County Advisory Board Policy and this Policies and Procedures document this Policies and Procedures document shall control. C. Charge 1. The charge of the Orange County Arts Commission Board is as follows: The purpose for which the Orange County Arts Commission Board was formed in 1985 is to serve 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 II: GOALS AND OBJECTIVES A. Goals 1. The Orange County Arts Commission Board shall: a. Advise the Board of Commissioners on matters involving the arts; b. Upon nomination of the Board of Commissioners and approval of the North Carolina Arts Council the Orange County Arts Commission shall be the Designated County Partner (DCP) of the annual allotment of Grassroots Arts Program funds. As the DCP 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 of Orange County; c. Encourage and aid the appreciation and awareness of, and participation in, the arts among all citizens of Orange County; d. Encourage cooperation and coordination among individuals, organizations and institutions concerned with the arts in the County of Orange; e. Facilitate the development of self-sustaining arts programs; f. 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. B. Objectives 1. The Orange County Arts Commission Board shall: a. Initiate, sponsor, conduct or support, alone or in cooperation with other public or private agencies, programs in the arts; b. 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. Administer the Grassroots Program and County funds which shall include the responsibility to familiarize those interested in the arts with the guidelines necessary for funding, advertise for applications at the start of each grant cycle, review requests, award grants based on applicant’s ability to meet the necessary guidelines and conditions and being able to arrange matching funds, mail award letters and checks, and secure proper documentation of expenditures for 6 inclusion in the County’s annual audit. d. Encourage economic development by luring investment from entities which seek to invest in communities dedicated to sponsorship of the arts. SECTION III: MEMBERSHIP A. Authority 1. North Carolina General Statute 153A-76 grants boards of county commissioners the authority to establish advisory boards and to appoint members to and remove members from those advisory boards. In acting on this authority the Orange County Board of Commissioners hereby establishes certain general conditions to which applicants and members of advisory boards should conform. B. Composition 1. The Orange County Arts Commission Board is composed of fifteen voting members appointed by the Board of County Commissioners. 2. The Orange County Arts Commission Board has no appointed alternate members. 3. The Orange County Arts Commission has no appointed ex-officio members. 4. No organization which is a potential recipient of County arts funding shall have on the Orange County Arts Commission Board more than two people who serve on its board or staff. No person serving on the Orange County Arts Commission shall vote or discuss an award by the Orange County Arts Commission to an agency which they have a direct or indirect financial interest. C. Organization 1. The Orange County Arts Commission’s office and files shall be lodged organizationally within the Orange County office of the County Manager. D. Officers and Duties 1. The Executive Committee (Chair, Vice Chair and Secretary) shall tend to matters affecting the Orange County Arts Commission Board which in the view of a majority of the Executive Committee require action by the Orange County Arts Commission Board between Commission meetings. No decision relating to the receipt or disbursement of Orange County Arts 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 Orange County Arts Commission Board at the Commission’s next scheduled meeting. 2. Should the office of Chairperson or Vice Chairperson or Secretary become vacant, the Orange County Arts Commission Board 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. 3. Election a. Chair, Vice Chair and Secretary shall be elected by the advisory board unless otherwise specified by the Board of Commissioners. b. Chair, Vice Chair and Secretary shall be elected to one-year terms based on the calendar year. c. Chair, Vice Chair and Secretary shall serve no more than three consecutive one-year terms. d. Board officers are to be nominated in September and voted on no later than the November meeting. Chair, Vice Chair and Secretary shall assume office as of the January meeting and. 4. Responsibilities a. The advisory board Chair: i. Calls all meetings. ii. Serves as the presiding officer and conducts advisory board meetings. iii. Is the Authorized spokesperson for the advisory board. iv. Assists staff in developing the advisory board meeting agenda. v. Appoints and dissolves subcommittees, and the Chair and members thereof, of the body in consultation and with approval of the advisory board. vi. Sets goals for the advisory board in consultation with staff and the Orange County Board of Commissioners. 7 vii. Carries out advisory board assignments as required by the Orange County Board of Commissioners. viii. Reviews all advisory board minutes and proposed recommendations or assigns another member of the advisory board to do so. ix. May excuse members from attending advisory board meetings up to two (2) times per twelve (12) month period. b. The advisory board Vice Chair: i. Serves as the presiding officer and conducts advisory board meetings in the absence of the Chair. ii. Has all the responsibilities of the Chair in the Chair’s absence. c. The advisory board Secretary: i. Takes (or oversees the taking of) minutes for all advisory board meetings. ii. Submits minutes to advisory board members in advance of meetings. iii. Assures that other records of the advisory board are kept as directed by the Chair or the Orange County Board of Commissioners. 5. Term a. No board member who has served two consecutive 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. 6. Attendance a. The Orange County Board of Commissioners shall remove any member of an advisory board for neglect of duty, nonparticipation that becomes problematic to the advisory board’s functioning and purpose. Neglect of duty and nonparticipation are defined as follows: i. Missing three (3) consecutive meetings; or ii. Missing twenty-five percent (25%) of meetings within any twelve (12) month period. SECTION IV. MEETINGS A. Staffing 1. Orange County staff may serve a support function to advisory boards upon the approval of the Orange County Manager. B. Meetings 1. Meetings shall be held the second Monday of each month at alternating locations throughout the county. C. Agendas 1. Items for agendas shall be approved by the Orange County Arts Commission Board Chair and staff. SECTION V. ORIENTATION A. Attendance 1. Each member shall attend an orientation presented by the Orange County Staff to familiarize the advisory board members with the operation of County government, the department rules, and the operating procedures of the advisory board. 2. Each voting member will be encouraged to complete the orientation within six weeks of his or her appointment and participate in at least one meeting with the staff. SECTION VI. BY-LAWS A. By-Laws 1. Any Bylaws adopted by the Orange County Arts Commission Board are void and no further bylaws shall be adopted. Procedure shall be governed solely by this policy document and the General Advisory Board Policy Document. 2. Should the Orange County Arts Commission Board determine modifications to policies and 8 procedures are necessary the Orange County Arts Commission Board may petition the Board of County Commissioners for such modifications. 9 ORANGE COUNTY ARTS COMMISSION March 11, 2019 at 6:30 p.m. Chapel Hill Public Library Board Members present: Tim Hoke, Chair; Doris Friend, Secretary; Chris Kubica, Vice Chair, Delia Keefe, Tinka Jordy, Marlon Torres, Fred Joiner, Evan Linett, Dan Mayer, Linda Williamson, Marcela Slade, Ashley Nissler. Welcome to new member Justin Haslett! Board Members absent: Anita Mills, Bronwyn Merritt Guests: Sally Greene, Orange County Commissioner, Ellen Slavic, Professor, UNC Department of Art Staff Present: Katie Murray, Executive Director I. Tim called the meeting to order at 6:30 p.m. II. Chris moved, Tinka seconded to approve the February, 2019 minutes with correction as noted by Katie. Motion approved. III. Advisory Board Update: • Following discussion, it was agreed to amend the OCAC by-laws to reflect the addition of term limits for Chair, Vice Chair and Secretary. Officers to be nominated in September, voted on in October or November and begin term of office in January. Officers serve for one year and may serve no more than three consecutive terms. • It was also agreed to Section III.B.4 to read “No person serving on the Orange County Arts Commission shall vote or discuss an award by the Orange County Arts Commission to an agency which they have a direct or indirect fiduciary interest.” • Dan moved and Ashley seconded a motion for Katie to finalize final changes to the by- law language and email it to the full board for approval via email vote. • Katie asked for volunteers to serve on an exploratory committee to examine the future structure of a 501(c)3. If you are interested, please email Katie. • In this regard, Katie distributed a diagram of the proposed future structure of the OCAC (attached) and stressed the importance of a clear understanding of this proposed structure to avoid misconceptions in the community. IV. Director’s Report: • Katie negotiated with the Chapel Hill Tourism Bureau to cover her health insurance expenses. This represents a $9K addition to the OCAC budget. • The first meeting of the public funding committee was held on March 5th. Katie is meeting with Orange County attorney, John Roberts to explore options that do not require legislative approval. • In partnership with the Hillsborough Arts Council, Katie is exploring possible artists’ studio space at Eno Mill and the old Cedar Ridge high school. Thanks to Evan for designing a studio space survey. 10 • Katie has applied for the New Horizons grant from NCAC • Quarterly networking events on hold for now. V. Changes to Grant Review Process: • Following discussion, several changes were made to our grant review process (attached). VI. Outside Agency grant applications are due March 29th. VII. Committee Reports: • Chris is generously expanding the scope of the high school writing competition. Entries will be collected Fall 2019 and monetary awards made in Spring 2020. VIII. Liaison Reports: Visitor’s Bureau – Tim o Branding efforts on-going Hillsborough Arts Council – Doris o HAC has formed a partnership with the Hillsborough Classic Film Society o Art in the Heart of Hillsborough coming up on April 27th. Forty-five artist booths have been secured. o A thank-you party for 2018 donors is planned for May 18th o River Park Concert will be October 19th Orange County Artists Guild – Katie for Anita o The Guild is considering significantly increasing advertising and marketing this year, reaching Charlotte, Asheville, Wilmington, etc. Carrboro Arts Committee –Justin o The committee has discouraged the proposal to move the “Exhale” sculpture. o Congratulations to Fred Joiner, Carrboro Poet Laureate UNC Student Liaison – Evan o Music and Black Politics Concert March 23 o Evan’s Senior trumpet March 30! o 3rd Annual Arts Everywhere Day April 12 o UNC Student Art Movement formed January 2019 to unite the diverse array of student art o Musical Empowerment had a successful fundraising campaign. Thanks to all! o Spring Recital is April 13th. Tim adjourned the meeting at 8:00 p.m. Respectfully submitted, Doris Friend, OCAC Secretary 11 ORANGE COUNTY ARTS COMMISSION April 8, 2019 at 6:30 p.m. 200 S. Cameron St Hillsborough, NC Board Members present: Tim Hoke, Chair; Doris Friend, Secretary; Chris Kubica, Vice Chair; Evan Linett, Dan Mayer, Linda Williamson, Marcela Slade, Ashley Nissler, Anita Mills, Bronwyn Merritt Board Members absent: Delia Keefe, Tinka Jordy, Marlon Torres, Fred Joiner, Staff Present: Katie Murray, Executive Director I. Tim called the meeting to order at 6:30 p.m. II. Ashley moved, Justin seconded to approve the March, 2019. Motion approved. III. Advisory Board Update: • Based on a standing motion from the March, 2019 meeting from Dan and Ashley to approve the amendments to the OCAC by-laws, Tim called for a vote. Motion passed. • Nomination of new officers was deferred to the May meeting. IV. Director’s Report: • Katie continues to pursue avenues for public funding. She has hit a lot of dead-ends. Exploring a partnership with other County entities might be an option, especially if a 501(c)3 can be established. • Katie continues to look for possible artists’ studio space around Orange County. Looking to the Art Space group for assistance in personal inspection of ten identified spaces. The Hillsborough Arts Council has visited space in Eno Mill and the former Moose Lodge in Hillsborough. The Eno Mill space is a possibility but HA has voted not to pursue it at this time. Perhaps a fit for OCAG. • Katie is working to explore partnerships with the Health & Human Services, Housing, and Department of Aging to find ways in which OCAC can expand arts access to at-risk populations. V. Grants: • Katie distributed grant committee assignments. • Katie asked for assistance in translating the grant application into Spanish. Marcela volunteered. Thank you! • Marcela also agreed to attend some training sessions where Spanish would be helpful. VI. Liaison Reports: Visitor’s Bureau – Tim 12 o Have hired Clean Design for their new branding efforts Hillsborough Arts Council – Doris o Doris reviewed HA’s progress on their three-year strategic plan. Orange County Artists Guild – Anita o The Guild is considering orienting new members and forming committees for the Studio Tour. UNC/Chapel Hill Arts Commission –Justin o Playmakers hosted a playwriting workshop attended by about 50 people. o Working on art for bus shelters around Chapel Hill. o Hosting a pop-up puppet workshop with Tarish Pipkins, Friday-Saturday-Sunday at 109 E Franklin. UNC Student Liaison – Evan o Evan distributed a comprehensive list of events and activities on campus. o Music Empowerment is seeking an Executive Director. o Evan announced that Rachael Daspard will take his UNC liaison role following his graduation this spring. We will miss you Evan! The Arts Center / Carrboro Arts Committee – Dan o TAC is gearing up for summer camp. o Looking forward to the annual gala on April 27. o Received a major grant from the Kenan Foundation for capital campaign and program development. o Carrboro continues to talk about public art. o June is Pride Month in Carrboro. There may be related art activities. VII. Advocacy Updates: o Bronwyn represented OCAC at a meeting with Carolina Performing Arts. The group is planning a public art installation celebrating the 100th Anniversary of Women’s Suffrage in the US. o Marcela told the group about a new industrial-style art and studio space in Pittsboro. Tim adjourned the meeting at 7:23 p.m. Respectfully submitted, Doris Friend, OCAC Secretary 13