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HomeMy WebLinkAboutCity Council Committees - Arts Commission - 08/12/2020KENT Arts Commission Minutes Commissioners: Chair Dan Cox, Vice Chair Suzanne Smith, Treasurer Gerard Philpotts, Secretary Susan Bagrationoff, Secretary Christy Caravaglio, Bayard DuBois, Tonya Goodwillie, Campbell Kristenson, Susan Machler, Linda Mackintosh, Colleen Maloney, Hal O'Brien, Michael Taskey, Sandi Westman, (Sherelle Owens, Alternate) August L2, 2O2O 5:3O p.m. Remote Meeting - Zoom Item 1. 2. 3. 4. Descriotion Call to order - Chair Dan Cox called the meeting to order at 5:33 p,m. Roll Call - Bayard DuBois is excused Changes to the Agenda - Item 7.C. postponed to September meeting 5 6 July Minutes - Caravaglio made a motion to approve the minutes as written. Taskey seconded and the motion carried unanimously. Treasurer's Report - Distributed via email. Direct questions to staff. Performing Arts Committee A. Spotlight Series 2020-2021 - Fall shows canceled and reschedule for fall of 2O2L Staff shared survey results indicating patrons' comfort level with returning to live performances and/or paying for live streaming content. Visual Arts/Acquisitions Committee A. Public Art - Traffic Signal Control Boxes (installation this week; complete by 8/L4). Morrill Meadows Parcourse installation (tentatively scheduled for 8/I4-8/15) B, Public Art - Entry banner replacement - Staff is waiting on color samples, C. 2020-2O24 City Art Plan - Rotating mural program/Kent Downtown Paftnership (postponed to September meeting) D. Gallery - Summer Art Exhibit (through Aug. 20); Aaliyah Gupta and Ruth Kazmerazk - Sep/Oct (staff is working with artists to decide whether to move forward or reschedule) E. Kent Creates - Quarantine Art exhibit: 10 entries so far, deadline is Sept. 30, 8. General updates/other business A. Update bylaws - O'Brien made a motion to approve the amended bylaws. Bagrationoff seconded and the motion carried unanimously, Unless otherwise noted, the Arts Commission meets at 5:30 p.m. the 2nd Wednesday of each month at Centennial Center, Conference Room 4O2, 4OO West Gowe St., Kent, WA 98032. For additional information please contact Calleen Bidman at 253-856-5052. Any person requiring a disability accommodation should contact the City Glerk's Office at 253-855-5725 in advance. For TDD relay service call Washington Telecommunications Relay Service at 7-t-1. 7 9 B. SOCO Culture - Kent hosted the 8/ltZoom meeting with a presentation on Contracts and Risk Management. C. Kent School District Report - None Next Meeting - Wed., September9,2O20,5:30, Centennial402,400 W. Gowe Street or Zoom - TBD 10. Adjournment - Adjourned at 6:09 p.m. Unless otherwise noted, the Arts Commission meets at 5:30 p,m. the 2nd Wednesday of each month at Centennial Center, Conference Room 4O2, 4OO West Gowe St., Kent, WA 98032. For additional information please contact Calleen Bidman at 253-856-5052. Any person requiring a disability accommodation should contact the City Clerk's Office at 253-856-5725 in advance. For TDD relay service call Washington Telecommunications Relay Service at 7-t-t. 2 BYLAWS OF THE CITV OF KENT ARTS COMMISSION ARTICLE I Organization Section 1.1. Oroanizational Name. The name of the Commission is the Kent Arts Commission ("Commission"). As provided for in section 2.61.030 of the Kent City Code ("KCC'), the Commission consists of fourteen (14) members, who are appointed by the Mayor and confirmed by the City Council ("Commissioners"), in addition to a council representative and an optional alternate, which alternate shall serve as provided for in KCC 2.61.040. Section 1.2. Commission's Duties and Resoonsibilities. As provided for in KCC 2.6L.020, the purpose of the Commission is to initiate, sponsor, or conduct programs calculated to further public awareness of and interest in the visual and performing arts, which work the Commission may accomplish alone or in cooperation with any other private, civic, or public body of any city, county, or the state. These duties include awarding community grants. Each Commissioner is expected to attend and participate in Commission and Commission Committee meetings, and to report planned or otherwise anticipated absences from such meetings to the Commission Chair or Committee Chair, as applicable, and to the Secretary. L.2.1 Community Grant Awards. All applications from artists, arts organizations, or community organizations requesting grants or sponsorship from the City Art Fund shall be in written form and shall be considered as part of the Commission's annual community grant review process. Section 1.3. Term of Commissioners. As provided for in KCC 2.61.050, each Commissioner shall serve a four year term, with the following exceptions: A. The youth representative(s) shall be appointed to at least one year term, but may be appointed to as much as a three year term. B. The council representative shall be appointed to a one year term. C. If the alternate becomes a regular Commissioner of the Commission, as provided for in KCC 2.61.040, the individual's four year term will begin anew upon appointment as a regular member. ARTICLE II Meetings Section 2.1. Place of Meetings. All meetings of the Commission shall be held in Conference Room 402 located on the 4th Floor of the Centennial Center at 400 West Gowe Street, in the City of Kent, Washington, unless otherwise designated by a majority of the Commission or the Chair and set forth in the notice of the meeting. Section 2.2. Meetings. 2.2.7 Regular Meetings. The Commission shall regularly meet, at least once per month, on the second Wednesday of each month, at 5:30 p.m., in the meeting location designated in accordance with Section 2.1. All meetings of the Commission BYLAWS OF THE CIry OF KENT KENT ARTS COMMISSION Page 1 of 9 (07t23t2O2O) will be conducted in accordance with the Open Public Meetings Act, Ch. 42.30 RCW. Subject to appropriate notice, the Chair, by written or verbal order, may establish or amend the date or time for regular meetings of the Commission. 2.2.2 Soecial Meetings. Special meetings of the Commission may be called at any time by the Chair or a majority of the voting members of the Commission, subject to the notice and special meeting requirements of Ch. 42.30 RCW. 2.2.3 Annual Meeting for Election of Officers. The Commission's officers shall be elected annually from amongst its voting members at its monthly meeting in December. The election shall be conducted as provided for in Section 3.2. Section 2.3. Notice of Meetinqs. Notice of the Commission's meetings shall be given by the Secretary as required by the Open Public Meetings Act, Ch. 42.30 RCW, Section 2.4. Aoendas. The Commission's agenda shall be set by the Chair, in coordination with the Vice-Chair and Secretary. A copy of the agenda for all Commission meetings shall be sent by the Secretary to each Commissioner at least five (5) days prior to the date of the next meeting, accompanied with any necessary staff reports. Unless altered by the Chair, or by a majority of the voting Commissioners present at any Commission meeting, the order of business of all meetings of the Commission shall be as follows: Call to order; Roll call; Changes to the agenda; Adoption of minutes from prior meeting(s); Business; Informational ltems; and Adjournment. A Commissioner may ask that an item be considered by the Commission, even if it is not identified on a formal agenda, by raising the issue during the changes to the agenda. The item shall then be considered, with the approval of the Commission. Section 2.5. Ouorum. The number of Commissioners required to be present at any meeting to transact the Commission's business is eight (8) voting members, or if the number of voting Commissioners serving on the Commission is less than eight (8), then a majority of the then current voting membership shall constitute a quorum for the purpose of transacting the Commission's business. If there is no quorum at the opening of a meeting, the Chair can re-arrange the agenda to allow voting items to occur later in the meeting, allowing additional members to arrive, if late, or such meeting may be adjourned, recessed, or measures taken to obtain a quorum, by a vote of a majority of the members voting on the motion. While the alternate generally serves in a nonvoting capacity, the alternate will serve as a pro tempore voting member when a voting member of the Commission is absent from a meeting, and in that event, the alternate may vote on all matters before the Commission for that meeting and may be counted in establishing whether a quorum exists. BYLAWS OF THE CIry OF KENT KENT ARTS COMMISSION Page 2 of 9 1 2 3 4 5 6 6 (07/23/2O2O) Section 2.6. Presiding Officer. The Chair shall be the presiding officer for all meetings of the Commission. If the Chair is not present, the Vice-Chair shall be the presiding officer. In the absence of both the Chair and Vice-Chair, the Chair Pro Tempore shall be the presiding officer. The presiding officer shall retain all powers and rights inherent to a Commissioner, including without limitation, voting powers. Section 2.7. Commissioner Conduct. While the Commission is in session, all its members must preserve order, decency, and decorum at all times and no Commissioner shall, by conversation or otherwise, delay or interrupt the proceedings or the peace of the meeting, nor disturb any Commissioner while speaking, or refuse to obey the order of the Chair. The Commissioners may reprimand any other Commissioner for disorderly conduct and, upon written charges entered upon by motion, may expel a member from the Commission meeting by a vote of a majority plus one of the membership of the Commission in attendance at that meeting. In addition, the following shall control Commissioner's conduct during any meeting of the Commission or any of its subcommittees: 2.7.1 The Chair will call the meeting to order and manage the meeting agenda and time to allow for appropriate discussion and action, where appropriate. 2.7.2 Commissioners are to keep the meeting organized by speaking only when recognized by the Chair and granted the floor. To seek recognition, Commissioners are to raise their hands and wait to be addressed by the Chair. In lieu of hand raising, voting/name cards may be used to indicate votes or requests to speak. 2.7.3 Commissioners are to refrain from interrupting another person who has the floor or from having any sidebar conversation. 2.7.4 Commissioners are to treat others with respect, courtesy, and in a fair and unbiased manner. Commissioners shall refrain from any conduct or speech that is abusive, bullying, discriminatory, or derogatory. 2.7.5 Commissioners should be open and honest about their actions and decisions, and be respectful of others whose opinions may differ. Repeated violations may result in the Commissioner's removal from the Commission in accordance with Section 3.3 and at the Mayor's discretion as provided for in RCW 35A.12.090. Section 2.8. Public Comment. While the public may attend Commission meetings, the meetings are those of the Commission itself and the public has no general right to address the Commission. Commission meetings are not an open public forum, and they are subject to restrictions imposed by the Chair, these bylaws, and the law. The Chair has the discretion to authorize the public to address the Commission, if the Chair so desires. If permission is granted, and prior to addressing the Commission, each speaker shall sign in and state his or her name and address for the record. Remarks will be limited to the time allocated by the Chair for each speaker, usually three (3) minutes per speaker. All remarks shall be pertinent to matters considered by the Commission, and speakers shall address the Chair and the Commission as a whole and not any member individually. BYLAWS OF THE CITY OF KENT KENT ARTS COMMISSION Page 3 of 9 (o7/23t2020) Section 2.9. Public Demeanor. No one shall use any impertinent, degrading, or slanderous language directed to the Chair, Commissioners, Mayor, staff, or other member of the public, and no one shall otherwise engage in disruptive behavior. Disruptive behavior includes, for example, addressing matters restricted from public comment, repeated shouting and angry outbursts, cursing, direct or implied threats of violence, etc. After receiving verbal notice from the presiding officer, the presiding officer may direct that a speaker return to his or her seat or may remove any person for disruptive behavior at Commission meetings. Section 2.10. Votinq. Discussion by the Commission shall relate to the subject matter at hand and shall be relevant and pertinent. When action of the Commission is required, the Chair will request a motion for a vote. Each Commissioner shall be entitled to one vote, including the Chair or other presiding officer, but excluding the council representative and the optional alternate, unless the alternate is acting as a pro tempore voting Commissioner. Motions shall be made, seconded, and voted upon. The Chair is authorized to establish all reasonable and necessary procedures to permit the casting of votes by Commissioners. Every Commissioner, unless disqualified by reason of a conflict of interest or as otherwise provided by law or excluded by the Commission, shall cast his or her vote upon any matter put to vote by the Commission. Unless otherwise directed by the Chair, all votes shall be by voice or a show of hands. No votes shall be made by proxy. Any Commissioner who abstains from voting, or who otherwise remains silent during a vote or enters a blank ballot, will be deemed to have not have casted a vote on that item. As provided for in Section 2.L2, an abstention will not count as a vote, either in favor of, or in opposition to, any motion. Action by the Commission requires only the affirmative vote of a majority of the votes cast, except where otherwise required by these bylaws or law. Action of the Commission may be shared with the City Council, the Mayor, the Director of Parks, Recreation, and Community Services, or the Mayor's Leadership Team. At the request of the Chair or of any Commissioner, any question shall be noted upon by a roll call and the individual voting results shall be recorded by the Secretary in the minutes. Where applicable, on sensitive issues, a confidential, written vote may occur. If this option is used, it will be determined in advance by the Commission Chair. All written votes will be submitted, read out load, and tallied. Section 2.LL. Conflict of Interest. A conflict of interest arises when a Commissioner has a direct personal or pecuniary interest in the Commission's action on a matter, which interest is not common to other members of the Commission. If a Commissioner determines he or he has a conflict of interest, that Commissioner may state the nature of the conflict and abstain from the discussion and vote on the matter. A conflict of interest, however, shall not preclude a Commissioner from remaining present during the discussion. Section 2.L2. Abstention. An abstention is a decision by a Commissioner not to vote on a particular matter and it shall not affect the quorum of the Commission or count as any vote in favor of, or in opposition to, any matter. An abstention is not a vote and is not counted as a vote. ARTICLE III Officers Section 3.1. Officers of the Commission. The officers of the Commission are a Chair, a Vice-Chair, a Treasurer, and a Secretary, who shall have the powers and duties as BYLAWS OF THE CITY OF KENT KENT ARTS COMMISSION Page 4 of 9 (07/2312020) set forth in these bylaws and as may be delegated to such offices by the Commissioners. The Commission shall elect, from amongst its members, a Chair, a Vice-Chair, and a Treasurer. The youth Commissioner(s) is not eligible for an officer role. The Secretary of the Commission shall be the staff member assigned by the Mayor to assist the Commission. Each officer shall assume office in January and hold office for a one year term, or until the expiration of the officer's term as a Commissioner, which ever time period is shorter. No officer may serve in any officer position for more than two consecutive one year terms. Section 3.2. Nomination and Election of Officers. 3.2.L An initial call for officer nominations to the positions of Chair, Vice-Chair, and Treasurer, including self-nominations, will be made orally at the Commission's November member. A final call for nominations will be made orally at the annual meeting provided for under Section 2.2.3. 3.2.2 With the exception of the youth Commissioner, any Commissioner who has served one-year on the Commission is eligible for nomination. 3.2.3 A nomination is valid only if the nominated Commissioner affirmatively declares at the annual meeting that he or she is willing to assume office, if elected. 3.2.4 Prior to the election, any nominated Commissioner may make a statement to the Commission concerning the Commissioner's qualifications for office. Such statement shall be limited to no more than five (5) minutes in length, and the presentation order of each Commissioner's statement shall be determined by the presiding officer. 3.2.5 Votes for office shall be cast by ballot, with each officer position being determined by a majority vote. The Secretary shall tally the ballots. Any blank ballot or a ballot identifying a person other than a nominated Commissioner will be treated as an abstention. 3.2.6 In the event no candidate receives a majority vote, another vote shall be taken with only the two candidates who received the highest number of votes eligible for election. If a tie results, the vote will be retaken. If a tie persists after two (2) votes, the Secretary shall resolve the tie by a coin toss. Section 3.3. Removal and Resionation. 3.3.1 Removal from Office. The Chair, Vice Chair, or Treasurer may be removed from an officer position, with or without cause, by a majority vote of the Commission. Either the Chair, Vice Chair, or Treasurer may resign at any time by communicating such officer's resignation to the Commission. A resignation is effective when it is communicated, unless it specifies in writing a later effective date. If a resignation is made effective at a later date and the Commission accepts the future effective date, the Commission may fill the pending vacancy before the effective date if the Commission provides that the successor does not take office until the effective date. 3.3.2 Removal from Commission. In accordance with RCW 35A.12.090, the Mayor may remove a Commissioner from the Commission at any time, including upon the recommendation of the Commission or the Parks, Recreation, and Community BYLAWS OF THE CITY OF KENT KENT ARTS COMMISSION Page 5 of 9 (07/23/2020) Services Director. A Commissioner may be recommended for removal from the Commission if the Commission has two or more unexcused absences from Commission or Committee meetings in any calendar year. Any decision by the Mayor to remove a Commissioner is final and no appeal may be taken. Section 3.4. Vacancv. Should a vacancy occur in either the Chair, Vice-Chair, or Treasurer position, the vacancy shall be filled by a majority vote of the remaining Commissioners, even if less than a quorum remains, or by the sole remaining Commissioner, An officer elected to fill a vacancy shall serve the unexpired term of the former officer and until the next annual officer election. Section 3.5. Officer Powers and Duties. The duties of each officer are as follows: 3.5.1 Chair. The Chair shall perform the following duties: 3.5.1.1 Set the Commission's agenda, in coordination with the Vice- Chair and Secretary; 3.5.L.2 Preside over all meetings of the Commission, preserve order and decorum, decide all questions of order and conduct the meeting's proceedings using the rules contained in Robert's Rules of Order where applicable, with the Chair having the ultimate decision of how the meeting will be conducted; 3.5.1.3 3.5.1.4 Call special meetings and cancel regular meetings for cause, including lack of a quorum; Act as the Commission's liaison with the Council, the Mayor, and the Department of Parks, Recreation, and Community Services on policy issues; 3.5.1.5 Nominate or appoint Commissioners to any subcommittees the Commission may form; 3.5.1.6 Serve as a Commission focal point for Council, Mayor, and staff and as principal spokesperson for the Commission; 3.5.L.7 Oversee the distribution of the Commission's agenda and materials during the monthly Commission meetings; 3.5.1.8 Make any necessary public appearances on behalf of the Commission at meetings of the City Council, Mayor, and any other bodies requiring representation of the Commission; and 3.5.1.9 Facilitate the annual officer election process 3.5.2 Vice-Chair. The Vice-Chair shall perform the following duties: 3.5.2.1 Act as Chair and assume the authority to perform the Chair's duties whenever there is a vacancy in the office of the Chair, the Chair is absent from the Commission/ or the Chair is unable for any reason to discharge the Chair's duties. BYLAWS OF THE CITY OF KENT KENT ARTS COMMISSION Page 6 of 9 (o7l23l2O2O) 3.5.2.2 3.5.2.3 Assist the Chair as requested; Attend, participate, and assist the Chair in monthly agenda planning sessions; 3.5.2.4 Assume the office of Chair and serve the remainder of any unexpired term if the Chair vacates office prior to completing his or her term, and in that event, facilitate the election process at the Commission's next regular meeting of a new Vice Chair to similarly assume office for the remainder of any unexpired term. 3.5.3 Chair Pro Temoore. The Chair may appoint a Chair Pro Tempore when both the Chair and Vice-Chair are absent. While the Chair and Vice-Chair are absent, the Chair Pro Tempore shall have the same authority and duties as the Chair. If the Chair Pro Tempore has not been appointed or is otherwise absent or unavailable, the longest serving Commissioner, either by consecutive or non-consecutive terms, shall be deemed the acting Chair Pro Tempore. If two or more Commissioners qualify to be acting Chair Pro Tempore, then the Secretary shall select, by lottery and in the presence of two witnesses, one name from the names of the group of eligible Commissioners, and the Commissioner whose name is selected to serve as the acting Chair Pro Tempore. 3.5.4 Treasurer. The Treasurer shall perform the following duties: 3.5.4.1 Review all Commission expenditures and revenues, as reported monthly to the Commission by City staff. 3.5.4.2 In consultation with and assistance from the Commission and the Director of Parks, Recreation, and Community Services, prepare the annual Arts Commission budget proposal. 3.5.5 Secretarv. The Secretary of the Commission will be the staff member appointed by the Mayor or the Director of Parks, Recreation, and Community Services to assist the Commission. The Secretary is not a Commissioner and shall have no voting rights. The Secretary shall perform the following duties: 3.5.5.1 Attend all Commission meetings and keep the Commission's minutes, including those of any meetings of any subcommittees the Commission may form, which minutes will be reviewed and adopted by the Commission at a subsequent meeting; 3.5.5.2 Reproduce, distribute, and file with the City Clerk's Office for the city of Kent a copy of all minutes of Commission meetings; 3.5.5.3 See that all notices of Commission meetings are given as required by the Open Public Meetings Act, Ch. 42.30 RCW, and these bylaws; BYLAWS OF THE CIry OF KENT KENT ARTS COMMISSION Page 7 of 9 (o7123/2O2O) 3.5.5.4 Serve as custodian of the Commission's records and responsible for retaining those records as required by state retention schedules and producing those records as required under the state Public Records Act, Ch. 42.56 RCW; 3.5.5.5 Maintain a list of the names, addresses, and contact information for each Commissioner; 3.5,5.6 Perform all duties incident to the office of Secretary and such other duties as from time to time may be assigned to him or her by the Chair or Vice-Chair. ARTICLE IV Committees Section 4.1 Committees. The Commission establishes the following standing committees, each of which, excluding the Executive Committee, will consist of a minimum of five members, one of whom will act as Committee Chair of their respective Committee. The Commission Chair, by the second meeting following the meeting where the Chair was elected, shall appoint Committee members and Committee Chairs for a one year term, reserving the right to remove Committee members and Committee Chairs and to reappoint new Commissioners to fill those positions. Subject to appropriate notice, each Committee Chair, by written or verbal order, may establish or amend the time for regular meetings of that Committee. 4,L.L Executive Committee. The Executive Committee shall consist of the Commission's officers-the Chair, Vice-Chair, Treasurer, and Secretary, though the Secretary shall have no voting rights as provided by Section 3.3.5. The Executive Committee will generally consider administrative matters related to the Commission and its operations. 4.1.2 Performing Arts/Communitv Programs Committee. The Performing Arts/Community Programs Committee will generally consider all matters related to the City's performing arts programs, including the Spotlight Series, the Summer Concert Series, and special events. This Committee may also consider policy matters related to the performing arts and may make recommendations to the Director of Parks, Recreation, and Community Services; the Mayor; or Council. 4.L.3 Acouisitions/Visual Arts Committee. In accordance with Chapter 4.04 of the Kent City Code, the Acquisitions/Visual Arts Committee will generally consider all matters related to the acquisition, installation, and maintenance of public art, and make recommendations of the same to the Commission. This Committee may also consider policy matters related to the visual arts, including the City Art Collection, Gallery, and special events, and may make recommendations to the Director of Parks, Recreation and Community Services; the Mayor; or Council. Section 4.2 Committee Quorum, No Committee shall act in the absence of a quorum of voting Commissioners. At the request of the Committee Chair or Commission Chair, any other Commissioner, including the alternate, may sit on any Committee when necessary to constitute a quorum or to fill a vacancy. BYLAWS OF THE CITY OF KENT KENT ARTS COMMISSION Page 8 of 9 (07/2312020) Section 4.3 Report to Commission. After a Committee meeting occurs, each Committee Chair shall report to the Commission the findings and/or recommendations of the Committee at the next regular Commission meeting. ARTICLE V General Provisions Section 5.1 Amendment of Bvlaws. These bylaws may be amended or repealed and new bylaws may be adopted only by the affirmative vote of a majority, plus one, of the Commissioners. Such action shall be taken at any regular or special meeting of the Commission. Section 5.2 Reoeal Prior Rules and Resulations. Through adoption of these bylaws, the Commission repeals the "Rules and Regulations for the Conduct of Business" previously adopted by the Commission on March 30, 1996. The undersigned Secretary of the Kent Arts Commission certifies by signing below that the foregoing bylaws have been duly adopted by the members of the Commission on the date noted below. KENT ARTS COMMISSION Adopted this 12th day of August, 2020 Secretary (Print Nam \( BYLAWS OF THE CITY OF KENT KENT ARTS COMMISSION Page 9 of 9 (07/23/2O2O)