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HomeMy WebLinkAboutArts and Culture Committee Bylaws_02.08.21 CITY OF PRIOR LAKE ARTS AND CULTURE COMMITTEE BYLAWS Adopted January 11, 2021 SECTION 100: PURPOSE 101. The purpose of the City of Prior Lake Arts and Culture Committee (“Committee”) bylaws is to provide a set of operating procedures for the Committee, and to establish a code of ethics and conduct. SECTION 200: STRUCTURE OF COMMITTEE 201. COMMITTEE CREATED: The EDA has established an Arts and Culture Committee. The Committee is advisory to the EDA, and its purpose is to study and provide reports, analysis and recommendations to the Economic Development Authority (EDA) and City staff on arts and culture matters as assigned. 202. DUTIES OF THE COMMITTEE: The duties and responsibilities of the Committee include: 1. Serve as a liaison between City government and the arts and culture organizations in the community. 2. Make recommendations to the EDA or City staff regarding arts and culture issues, developments and implementation strategies that can be undertaken by the City to enhance economic development through the attraction, expansion and strengthening of businesses through arts and culture initiatives. 3. Maintain an inventory of existing public art installations, regional arts organizations, and arts and culture events in Prior Lake. 4. Work to expand public art and cultural opportunities through the installation of additional public arts exhibits in the community. 5. Promote economic development and help build a vibrant community through arts and culture initiatives in the community. 6. As requested, review and comment on development or redevelopment proposals involving public art. 7. Establish an Arts Ambassador Committee to lead fundraising efforts and obtain grants and private donations to support public arts projects. 203. APPOINTMENT: The Committee shall consist of a minimum of three (3) and no more than seven (7) members appointed by the EDA. The Committee shall consist of a minimum of one (1) member of the EDA and several residents, business owners or other interested parties. All appointed Committee members, including the EDA member, shall be a full voting member of the Committee. Non-Prior Lake residents who are affiliated with a business located within the City of Prior Lake may be appointed. No more than 25% of Committee members shall be non- residents. Said members shall serve three (3) year-terms beginning November 1st and ending October 31st. Committee members may serve additional terms upon approval by the EDA, based upon satisfactory attendance and participation, continued qualification, and in accordance with the term limit policy established herein. Committee members may be appointed at any time throughout the year. If a Committee member is appointed at any time other than the standard City appointment process in October, the Committee member shall begin service immediately upon appointment and shall serve as if appointed in the previous October, serving two full years and a partial year. 204: COMMITTEE LIAISONS: Any other organization deemed appropriate by the EDA and Committee, may appoint Liaisons to serve on the Committee. The role of a Liaison is to act as a conduit and resource for information for the Committee. The Liaison may attend meetings, 2 of 3 participate in discussion, and provide information and opinions both personally and from the Committee, but shall not be a voting member of the Committee. 205. VACANCIES: If an appointed member of the Committee resigns, is terminated, reaches a term limit, or otherwise vacates a seat of the Committee, the EDA may appoint a replacement in the following manner: 1. Applications are solicited. A notice of the vacancy is made public and individuals may be encouraged to consider the position. The notice shall state the deadline for submitting applications. 2. Appointment. City staff shall review applications and conduct interviews, if necessary, of all candidates who have applied for appointment or reappointment. Staff will then make a recommendation to the EDA for appointment. The EDA may accept or reject the recommendation. If the recommendation is rejected, the EDA may appoint another individual or reopen the application period and invite new candidates to apply. 206. OFFICERS: The Committee shall elect from among its members a Chair and Vice-Chair. The City Manager or his/her designee shall serve as Secretary of the Committee. 1. Chair: The Chair shall be elected at the first meeting in November by majority vote of the members present at the meeting. The term of the chair shall begin in November and run for one year. The duties of the chair shall include approval of meeting agendas, presiding at meetings, and giving an accounting of its activities and any information the Committee may consider relevant before the EDA annually or as directed otherwise. 2. Vice-Chair: The Vice-Chair shall be appointed in the same manner as the Chair and shall perform the duties of the Chair in his/her absence. The Vice-Chair shall assume such other duties as assigned by the Chair. 3. Secretary: The Secretary shall be responsible for recording and compiling a written summary of all official activities of the Committee. 4. Vacancy: If the office of Chair or Vice-Chair becomes vacant, the Committee shall appoint a replacement by majority vote of those members present at the next regular meeting, and such election shall be for the unexpired term of said office. 207. TERM LIMIT: It is the policy of the Prior Lake City Council to impose a three-term service limitation for all appointed positions on the Committee. The term limit applies only to full three- year terms, but under no circumstance can and member serve for more than 9 (nine) consecutive years. The purpose of the term limit policy is to encourage resident participation on City advisory bodies and provide community members with the opportunity to participate in their local government. 208: REMOVAL OF MEMBER: Any member of the Committee may be removed from office by a four-fifths (4/5) vote of the entire EDA for reasons including but not limited to: (i) failure to attend a minimum of 75% of meetings; (ii) failure to attend site visits/inspections; (iii) failure to review and understand agenda materials; (iv) failure to participate in an appropriate and productive manner; (v) failure to continue to meet any requirement set forth in Section 203; and (vi) failure to comply with any provision of these bylaws or any federal, state or local rule or regulation. 209: STAFF LIAISON: The City Manager shall appoint one or more staff liaisons to serve on the Committee. The staff liaison shall schedule meetings and provide information at the direction of the Committee. The staff liaison may provide information on the staffs’ position at the request of the Committee but shall not direct the Committee or advocate for a position. 3 of 3 210: STUDENT MEMBERS: The Committee may select up to two individuals who are 18 years or under to be student members on the Committee. The Committee shall establish an application and interview process to select the student members. The student members shall be full voting members of the Committee. SECTION 300: STATEMENT OF ETHICS 301: The Statement of Ethics is in Article 16 of the EDA Bylaws. SECTION 400: CONDUCTING MEETINGS 401: MEETINGS: All regular and special meetings shall be open to the public and shall be noticed in conformance with the Minnesota Open Meeting Law. 402: SPECIAL MEETINGS: Special Meetings of the Committee may be called by the Chair or any two (2) members of the Committee for the purpose of transacting any business designated in the notice. Staff may recommend calling a special meeting but must receive approval from either the chair or two members of the Committee. At such meetings, no business shall be considered other than as designated in the notice. 403: QUORUM AND VOTING: At each meeting a majority of all the members appointed (e.g. two out of three, four out of seven) shall constitute a quorum for the transaction of business. The voting options available to the Committee when a vote has been initiated are aye (affirmative); nay (negative vote); and abstention. When a vote is to be taken, the presiding officer shall first call for the ayes, then the nays, and if applicable, shall call for abstentions. The votes of each member shall be recorded in the minutes. If a member of the Committee is absent during a vote, the member’s vote for the official minutes shall read as “absent”. SECTION 500: MOTIONS AND RESOLUTIONS 501: POWERS AND DUTIES: The Committee shall act in an advisory capacity to the EDA and shall advise the EDA on matters identified in Section 202 or as assigned to the Committee. The Committee Chair shall give an accounting of the Committee’s activities with respect to its goals and objectives before the EDA as requested. Additionally, specific powers, duties and responsibilities may be assigned to the Committee upon approval of the EDA. 502: SUBCOMMITTEES: The Committee may divide its membership into subcommittees, as it deems necessary to implement its goals and objectives. SECTION 600: AMENDMENTS 601: AMENDMENTS: These bylaws shall be reviewed by the Committee annually. The Committee or City staff may recommend revised Bylaws to the EDA for final approval.