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HomeMy WebLinkAboutMinutes_ARTAB_04.17.2012Notice of Meeting of the Arts and Culture Board City of Georgetown, Texas Tuesday, April 17, 2012 The Arts and Culture Board will meet on Tuesday, April 17, 2012 at 04:30 PM in the Library Classroom, located at 402 W. 8th St., Georgetown If you need accommodations for a disability, please notify the city in advance. Arts and Culture Board Members: Amanda Still, Dar Richardson, Karen Lange, Liz Stewart, Philip Baker, Shana Nichols, Steve Proesel Arts and Culture Board meets every third Tuesday of the month at 4:30 p.m. unless otherwise specified. Call to Order at 04:30 PM A. Call to order B. Announcements regarding upcoming events C. Citizens wishing to address the Board D. Consideration and approval of minutes of March 20, 2012 E. Consideration of and possible action on 1.Letter to Council regarding restoring funding – Eric Lashley 2.Council action at 3-27-12 meeting – Eric Lashley 3.Art Center and advertisement for nonprofit organization to manage the art center – Eric Lashley 4.Summit of the Arts, March 21, 2012--outcomes discussion – Eric Lashley 5.Report on Snell lifetime achievement award – Dar Richardson 6.Review complaints about public art at the library – Eric Lashley 7.Schedule of future meetings – Eric Lashley Certificate of Posting I, Jessica Brettle, City Secretary for the City of Georgetown, Texas, do hereby certify that this Notice of Meeting was posted at City Hall, 113 E. 8th Street, a place readily accessible to the general public at all times, on the _____ day of _________________, 2012, at __________, and remained so posted for at least 72 continuous hours preceding the scheduled time of said meeting. __________________________________ Jessica Brettle, City Secretary GEORGETOWN TEXAS The Arts and Culture Board of the City of Georgetown, Texas is pleased to present a Lifetime Achievement Award to Don Snell for his contribution to the arts. Throughout the years, Don has intentionally created a body of artwork that not only provokes thought, but also evokes strong emotional responses. His art has enriched the local, national, and international communities and Georgetown is privileged to have him as a contributing member. While continuing to create new art even as he reached his 90th birthday, Don is, by example, an inspiration to us all. He has blessed the Georgetown arts community with his charisma, talent and positive karma. Chair, Arts and Culture Board Mayor Presented April 2012 • Name Adair, Misty Anderson, Gary Baker, Philip Baker, Tissa Blankenship, Sarah Brewer, Laurie Carter, Lowana Cox, Michael Doering, Melba Einwich, Diana Fain, Jim Firth, Susan Fisk, Jess Fraser, Maryann Gaffney, Paul Griffith, Judy Horick, Bob Horick, Judy Belle Janda, J.D. Johnson, Russell Jones, Mary Jonrowe, Rachael Kluhn, Cindy Kriegel, Kirk Laemel, Bob & Becky Langley, Pat Lewis, Donna Ligameri, Jan Loper, Janet Lubey, Jeanne Martin, Mike & Mary Beth Maserang, Virginia Headley McCormick, Larry McCoy, Carol Summit of the Arts, 3-21-12 Org Art Works Art Works A&C Board Gtwn Festival of the Arts self/HARC/THC City WCAG Main Street Design WCAG A Premium Blend self VAC Sun City SU SSFA WCAG Gtwn Festival of the Arts GISD & Vivace Youth Orch Sun City self Dist. 6 Chamber of Commerce Friends of Gtwn Parks WCAG Art Works WCAG Gtown Conservatory of Dance Art Alliance, GAW, WCAG Palace Theatre Fused Glass Sun City Email • McCoy, Mike Fused Glass Sun City - SUMMIT OF THE NAME (please print) 11 Representing any organization? N mq! J.D SC 1�F'(-7V ARTS, MARCH May we contact you? Yes No 2O12 CONTACT INFO (either/or) PHONE � •� } � oN lOb'1N0O �no�t doe}uoo Z40Z HONVW `SINV ,� q T� �} r -u-aWWI7 vr dNOHd ON sad �uoReziue6ao Aue 6uijuasaada�J (Iuud aseald) AVJVN (JOB OWG) O:ANI 10`d1N00 &not joejuoo anni U0Z H3MVW `SJLNV :1Hl =i® iiww s SUMMIT OF THE ARTS, MARCH 2O12 May we contact you? CONTACT INFO (either/or) NAME (pleaseprint) Representing any organization? Yes No PHONE r D ' �-'L J ! 5 Apr 2KS J • SUMMIT OF THE ARTS, MARCH 2O12 May we contact you? CONTACT INFO (either/or) NAME lease print Representing any organization? Yes No PHONE SUMMIT OF THE ARTS, MARCH 2O12 May we contact you? CONTACT INFO (either/or) NAME I se rint Representing any organization? Yes No PHONE COUNTY SUNr Sunday, March 25, 2012 Section B Veather recastln g Alt fido' h .'F� �, S � , a' � "� 'Ik•'+4�? � �� 4T :ate tong last, spring. Real spring. Its aura- on is about 45 minutes in Texas, but it y,- an be spectacular while it lasts. This ear, so far, it feels like spring might ""��` �°r; � { e an actual season: You can -almost ^� �'� "�F � vildflowers popping all over the place. was the Vernal Equinox, the first day,' j noted on the calendar. Most often, ! that's the only notation worth mentioning, but U I not so this year. Mother ' Ya, " Nature threw back her 4 head and roared with laughter; deciding at last to give us a proper intro- E r r duction to the headiest f x" season in her repertoire. p In spite of the fact that ,�j we'd been told repeatedly " that drought still had us tl+ =-Au SZ 7S IN by the throat, shaking„ the daylights out of us, OCKETk it rained What passed for winter wasn't the v� N deathly dry and desic- cated enOgll0; seasonpredicted Andy Sharp' I suspect Mother Nature sat snickering behind Architect Gary Wang, left, and Georgetown Library Services Director Eric Lashley, right, are at thesite of the proposed art center, which would be located i,n rowned hand at us as we tried to pre- the old Georgetown Fire Department station, 816 South Main Street. If approved by the city council, the first floor of the historic building will become a city. she would or would not do. She's been art center with both studio and gallery space for visual arts. t for quite some time and her tantrums , z ien deadly for a wide swath of the - ow she seems bent on proving that ?how many weather maps the experts '.B'U I :1 I she holds the cards in the end. ar commu . n it lightshow she put on the other night! *n g n coming from a long way o1L anticipat- rival of the storm for hours. It didn't ;actly like the television guys were but then it seldom does.I didn't need By ,A M I R A J E N S E N would not only give resident artists a space it, Mr Lashley said. Electrical wiring needs . ter.persons lolell.me that things were. to exhibit their work, he said, but would also to be separated from the bay area of th_e __ , gnhill, anyhow; the big hairy cowards n is'92; the Georgetown firehouse at the draw visitors as a cultural destination. building, where a Thundercloud Subs will be' xt early warning system in the world. comer of ath and Main streets was a _ setting up shop, and the building's air condi- roduct of its time. Instead of shiny, One-year plan tioning system needs to be replaced.. i get quarrelsome among themselves; P red fire engines, the men there relied on ielf is not uncommon since Skye and "The mission of the Georgetown art center "What we're trying to do is try to go back to . he Border and Chow, feel there is bare- mules to pull their wagons to fire sites. is to provide space for the community to view, the bones of the building," Mn I.ashley said. i room in the world for both of them The firemen would ring the bell in the build- appreciate and create art," Mr. Lashley said "The building was built in 1892; we have no idically attempt to right the situation ing's courtyard to get the mules to come for during the meeting. idea what we're going to find when we start each other out. Riggs and Tuck, the dinner, consequently conditioning the beasts Mr: Lashley proposed a one-year business digging into that building, but its exciting." id Bolder, simply get nervous; a look of burden to respond when real emergencies plan for the arts center, which would call for In the one-year-pldn proposal, the City ` :o Riggs' eyes that says he may possibly beckoned a partnership between the City of George- . of Georgetown will pay for the building's my minute if the barometric pressure Now,120 years later, the Georgetown Arts town, the Georgetown Public Library and a renovation. The art center, which will be Ter it is pressing on him doesn't abate. and Culture Board has a few ideas to make nonprofit arts organization. managed by the Georgetown Public Library doesn't care for noise, and he hears the historic building reflect its community "Why should the city be involved with an will have the Arts and Culture Board serve as ong before human ears can register it.' today. art center? asked Mr. Lashley. "One, its a its advisor: The center will have a request for, would hear it, too, if they weren't so On Wednesday nit, library cervix great idea. But also, our 2030 city plan calls proposal process, when nonprofit organiza- n insulting one another and escalating director Eric Lashley revealed a art center for us to create more cultural venues." tions may step forward and suggest how to proposal during a Summit of the Arts event The 2,700•square-foot historic building ' Turn to EGGS; Page 4B at the Georgetown Public Library. The center, needs renovation no matter what becomes of Tam to ARTS, Page 3B l ivAnn I irthtlu I nirpr _s ►eirinii FROM PAGE ONE The Sunday Sun, March 25, 2012 3B broader audience." money to offset future expenses ARTS` The art center would allow and become self-sustaining by instructional space, where its second year. The role of the plan tUrnS firehOUSf' preschool children and after- nonprofit organization would school programs could meet be to provide volunteers and i into City art center; to create art A studio in the instructors for the center, raise south side of the building funds and apply for grants. ContinuedfromPa e18 would serve asmeetingroom Incomeforthecenterwouldbe q V, space, and a gift shop would raised through membership : ` 1 i run the center Once an orga- allow the nonprofit organiza- fees, fund-raising, gift shop i 13 ( �; 6 p nizationis chosen a memo tion to generate some revenue sales, distance learning and f 3 , $' random of agreement would while allowing visitors the op- other profitable opportunities. f ``3 s be signed to spell out what the" portunity to pick up a souvenir. r �� city'sand nonprofItorganlza• The center would also include Agrowingarts corn munity tion's roles are with the center ' promotional materials, much Although the proposed n. eft P lfke the brochures found at the Georgetown Art Center will. The firehouse's renovation Visitors Center which would focus on visual arts and artists,` To'transform the old fire- inform guests on other art members of different artistic _ house building into a modern events occurring around town. avenues shared good news a Wang of Wang Architects has center would give Georgetown Wednesesday' growth g The art center Architect Gary- But first and foremost, own s meeting. The ]?al- ` worked with the Arts and Cul• . another gallery space to pro- ace Theatre will be expanding ture Board to develop a design mote its local artists.: to include ablack box theater Rendering by Wang Architects that would suit thecommuni- "We have such a wonderful next year. The Georgetown ty's needs while respecting the arts community here," Mc Symphony society's incom- The interior of the proposed art center in the old Georgetown firehouse will embrace the historic building's building's history Lashley said."The library ingpresident Liz Stewart masonry walls and joist ceiling: "The.question here -- for space is filled up two years in informed the crowd that the this project in just a wonder- advance. We have other galler- Georgetown Symphony Society more ale levels and more must- tant future. The ultimate goal learn from your mistakes and ful historic building-- is, how ies indifferent businesses in will expand its regular six -con- cal opportunities," Mc Janda Mr. Lashley said, is to move . then grow into something like do we breathe new life into a the Square. IYs a real necessity cent season to seven concerts building like this?' Mr. Wang to have more gallery space here In its upcoming 13th year, with said. "We're seeing if middle . , into the bigger space of the this." said. in Georgetown." the addition of a performance school students are interested old police station. There, the The Arts and Culture Board In �,ang Architects fry the Round Rock Symphony There's potential for chorus art center would have room to will propose the plan during ings of the art center, the main MeasUrin(J sUCC2ss Orchestra. After a successful groups and a wind ensemble." incorporate performing arts a workshop with city council gallery space on the east side The art center would poten• first year to ap conductor JD Janda Near and distant future into its repertoire March The board hopes would expose the building's daily be open 10 am. to 6 pm., has plans to expand the area's "The reason why we're to receive approval from city original structtie and joist Tuesday through Saturday 1 Vwace Youth Orchestra, which Summit h the Arts guests starting in the firehouse b council in April, at which point ceilings. Artwork would hang to 5 pm., Sunday and closed on is currently comprised of supported the art center with because it's probably doable," it will begin to request niza- on a simple gypsum wall area, Mondays The center would be students in eighth through 12th applause after Mr. h ended witMr.h Lashley pilot said. "The idea doalsfrom nonprofit ill choose with the original masonry open late for First Fridays and grade presentation, which ended with the pilot program is to bons. The board will choose a exposed above and below the artist receptions, and class- "We are looking to expand to with a hint at the center's dis- start small build on success, nonprofit in June,and sign a gallery space. The main enroom and meeting space would trance on Main Street would be be awailable before and after made of glass to "really allow normal operating hours. a�: „ .. P , the atspac to Mc davit aid theboardp one-year +Metal Sala;° + AI W torage,StiY@ rr s t� �. der t0 asSesS the »'� ,CHOOSE FROM is m.� BOXCS &"tgraRe -` Sidewalks outside would be art center s success at month METAL WALL DECOR awNcnoNALa CategOrleslisted ooESNOrtavrasik widened for patio space, where 10. Currently goals for the DECORATIVE METAL D^rT& StDRAcf ACCESSORIES � D= NQr MQ.UDE SEASONAL people could sit, socialize and center include averaging 2 000 ALSO INCLUDES ; • GI FLORAEMErAL dsS Sale . eat sandwiches from next door visitors per month having an cor�rAINERs_ ; usb �� awss "'"' art show per month, staying DOES NOT INCLUDE �� oEPaeTMaFr, FLORAL Georgetown is just a very GLASS VASES a CBAFr beautitiil place and a place open 180 hours per month Goss cor+ruNEns a _ with so much potential,'• Mc with volunteers and mceiving WOOd $ale D AWED wauDE v Wang said. "This project is a positive response from the CHOOSE FROM WOOD WALL DECOR a STAINED c1Au RNISHED DECORATIVE WOOD ACCESSORIES Knobs something very exciting to me. . Community DOES NOT INCLUDE FURNITURE •, Drawer Pulls & Handles •Decorative - G UNFINISHED CRAFT WOOD ALWAYS SB% OFF THE MARKED PLACE It's just a great place in terms Another important ques- Crosses of drawing people from differ- tion the board will be asking • Men's Metal • Trays, • Decorative -� ent communities and kind of a is if the center raised enough & Wood Coasters & Vegetable & • Decor Placemats Candle Holders Fruit Filled Bottles WALL &TABLE ` EASTER, "THE SPRING SHOP", SUMMERI & 4TH OF JULY ITEMS ARE NOT INCLUDED IN SALE UNLESS SPECIFIED REMEMBERING JANE AUSTEN AR hems Labeled ab hems Labeled -All .�. __. CITY HALL CITY OF GEORGETOWN E/ EST. 1111 GEORGETOWN TEXAS March 21, 2012 Dear Mayor and Council, ARTS AND CULTURE BOARD I am writing on behalf of the Arts and Culture Board to respectfully request the restoration of the $22,760.00 that was not allocated to the board at the March 13, 2012 council meeting. The board was shocked to receive notification from Eric Lashley on March 14 that our board had lost its funding. Our board was never informed that our funding was in jeopardy. Eric Lashley reported that he had been following the path of our funding from the General Government and Financing Advisory Subcommittee through the council meetings on February 14 and 28, and at none of these meetings did there seem to be any questions or concerns regarding the funding for the Arts and Culture Board. If there had been concerns among the council members, the board would have welcomed the opportunity to address them at the meeting on March 13. What distresses the board most was that we had been assured that our funding could be rolled from fiscal year to fiscal year. These funds were not new funds, but were funds from our • previous budget that was allocated during the 2010/11 Annual Budget Amendment at mid- year, in March 2011. Unlike other City departments, the Arts and Culture Board does not have an annual base budget and we are only funded when an appropriation is included in the City Manager's budget. Due to the instability in funding from year to year, the board's allocation has been allowed to carry over from year to year. We believe we acted in a fiscally responsible manner by not spending all of our funds in one fiscal year. We didn't buy into the "use it or lose it" philosophy of government spending. We hope the Council is proud of our accomplishments this year. They fulfill many of the directions in our bylaws. We used $102,500 of our March 2011 appropriation for grants to the following arts organizations: East View High School ($2,500), Georgetown Arts Works ($3,000), Georgetown Festival of the Arts ($32,500), Georgetown Heritage Society ($2,000), Georgetown Symphony Society ($47,500), Hill Country Book Festival ($1,000), The Palace Theatre ($8,000), and Williamson Museum ($6,000). Our new art banner project, which debuted in October 2011, will be used for years to come to advertise the Month of the Arts. Helping to beautify our Square since before the winter holidays, we expanded the Sculpture Tour to downtown by adding five sculptures along Main Street. Finally, we are looking forward to the March 27 council workshop when we will be sharing our vision for a City art center, proposed for the Old Firehouse. • We had planned to use what remained of our limited budget to meet our commitment to provide prizes for the 2012 Texas Society of Sculptors' summer show at the library, to 113 E. 811' St. I P.O. Box 409 1 Georgetown, Texas 78627-0409 1 (512) 930-3652 1 (512) 930-3622 (fax) wwwgeorgetown.org I ms «georgetowntx.org continue funding the Sculpture Tour, and to have funds to assist the start-up of the art center, if permission is given to move forward. Every member of our board is eager to help make this community an arts and culture destination. We hope there is a way the $22,760.00 can be restored. Thank you for your consideration. Baker Chair • 0 03/21 /2012 • ARTS AND CULTURE BOARD 2012 Name, Address, Phone Date Exp. Terms Restriction on Notes Number, & E-mail Of Date Position Appt Philip Baker, Chair 1 her term Appointed chair 2011 Reappointed chair 2012 Liz Stewart Karen Lange 2 Shana Nichols Levesque resigned 12/11 3 Steve Proesel 4 Richardson 6 326 Still 7 209 Meeting date: 3rd Tuesday at 4:30 p.m. at the Library Classroom (unless otherwise noted) Staff Liaisons: Eric Lashley, Library Director (eric.lash leyCQgeorgetown org; 930-2513 and Judy Fabry, Library Administrative Assistant (iudv.FabrvCc_oeorgetown org, 930-3552) lost roster update: 2/12 0 • • BYLAWS CITY OR-GEORGETOWN ARTS AND CULTURE BOARD ARTICLE I. NAME AND PURPOSE Section 1.1. Name. Arts and Culture Board (`Board") Section 1.2. Purpose. a. The Board is established for the purpose of actively pursuing the placement of public art in public spaces and serving to coordinate, promote and support public access to the arts. See Ordinance Chapter 2.112. The Board shall encourage, stimulate, promote and foster programs for the cultural enrichment of the City, thereby contributing to the quality of life in Georgetown, and develop an awareness of the value of the arts in the business community, local government and the general public. b. The Board is directed to: 1. ensure the arts continue to be of value as an integral part of Georgetown; 2. in its first year, propose to City Council a set of guidelines and standards by which it will review future art projects, staying consistent with existing codes, guidelines and policies; 3. seek to improve communication and organization of the activities in the Georgetown arts community; 4. promote the arts in Georgetown to enrich the lives of its residents through education and demonstration; 5. assist other City boards, commissions and committees and. the City Council in using public art to enhance existing development in public parks and other public lands and structures; Arts and Culture Board Bylaws Revised May 2011 Page 1 of 7 v 6. advise other City boards commissions and committees and City departments regarding artistic components of municipal projects under consideration by the City and serve as a resource for artistic components of private developments; 7. develop and recommend to the City Council policies and programs that would enhance and encourage the planning, placement and maintenance of public displays of art in locations open to the public within the community; 8. encourage connections with other local, regional and national organizations working for the benefit of art and preservation of artistic values, and other similar activities; 9. recognize and encourage groups and organizations that enrich Georgetown life by bringing cultural and artistic values and artifacts to the City; and 10. pursue funding, including gifts and grants, for support of arts programs and activities and the procurement of public art. ARTICLE II. MEMBERSHIP • Section 2.1. Number of Members. The Board will be comprised of seven (7) Members. Section 2.2. Eligibility. Each Member shall reside in the City of Georgetown corporate limits or extraterritorial jurisdiction. The Members should include artists and other individuals with diverse backgrounds in the arts, arts organizations and businesses, education, structural and landscape architecture. It is preferred, but not required, for the Board to include authorized representatives of Georgetown Independent School District and Southwestern University as Members. Section 2.3. Appointment of Board Members. Members of the Board shall be appointed in accordance with the City Charter. Section 2.4. Terms of Office. Generally, terms of office for each Member shall be two (2) years. Generally, a Member may serve two (2) consecutive terms. Refer to Ordinance Section 2.36.030A for additional provisions regarding terms of office. Section 2.5. Vacancies. Vacancies that occur during a term shall be filled as soon as reasonably possible and in the same mamier as an appointment in accordance with the e Arts and Culture Board Bylaws Revised May 2011 Page 2 of 7 • City Charter. If possible, the Member shall continue to serve until the vacancy is filled. Appointment to fill a vacated term is not included as a term for purposes of counting consecutive terms. Section 2.6. Compensation and Expenditure of Funds. Members serve without compensation. The Board and its Members have no authority to expend. funds or to incur or make an obligation on behalf of the City unless authorized and approved by the City Council. Members may be reimbursed for expenses authorized and approved by the City Council and the Board. Section 2.7. Compliance with City Policy. Members will comply with City Ordinances, Rules and Policies applicable to the Board and the Members, including but not limited to Ethics Ordinance Chapter 2.20 and City Commissions, Connnittees and Boards Ordinatce Chapter 2.36. Section 2.8. Removal. Any Member may be removed from their position on the Board for any reason, or for no reason, by a majority vote of the City Council. ARTICLE III. BOARD OFFICERS • Section 3.1. Officers. The Board Officers are Chairman, Vice -Chairman and Secretary. The Chairman is appointed by the City Council during the annual appointment process. The other Board Officers are elected by a majority vote of the Members at the first meeting after the annual appointment process. • Section 3.2. Terms of Office for Board Officers. Board Officers serve for a term of one year. In the event of vacancy in the office of Chairman, the Vice -Chairman shall serve as Chairman until the City Council appoints a replacement Chairman. A vacancy in the other offices shall be elected by majority vote of the Members at the next regularly scheduled meeting, or as soon as reasonably practical for the unexpired term. If possible, a Board Officer shall continue to serve until the vacancy is filled. Section 3.3. Duties. a. The Chairman presides at Board meetings. The Chairman shall generally manage the business of the Board. The Chairman shall perform the duties delegated to the Chairman by the Board. Arts and Culture Board Bylaws Revised May 2011 Page 3 of 7 b. The Vice -Chairman shall perform the duties delegated to the Vice -Chairman by the • P g Board. The Vice -Chairman presides at Board meetings in the Chairman's absence. The Vice -Chairman shall perform the duties of the Chairman in the Chairman's absence or disability. c. The Secretary shall perform the duties delegated to the Secretary by the Board. ARTICLE IV. MEETINGS Section 4.1. Time and Date of Regular Meeting. The Board shall meet once a month on the same week of the month, the same day of the week, at the same time, and at the same place. The regular date, time and place of the Board meeting will be decided by the Members at the first meeting of the Board after the annual appointment process. Section 4.2. Agenda. Items may be placed on the agenda by the Chairman, the City Manager or designee, or at the request of a Member. The party (or individual) requesting the agenda item will be responsible for preparing an agenda item cover sheet and for the initial presentation at the meeting. Items included on the agenda must be submitted to the Staff Liaison no later than one week before the Board meeting at which the agenda item will be considered. Agenda packets for regular meetings will be . provided to the Members in advance of the scheduled Board meeting. Agenda packets will contain the posted agenda, agenda item cover sheets, and written minutes of the last meeting. Section 4.3. Special Meetings. Special meetings may be called by the Chairman or by three (3) Members. Section 4.4. Quorum. A quorum shall consist of a majority of the Members. A quorum is required for the Board to convene a meeting and to conduct business at a meeting. Section 4.5. Call to Order. Board meetings will be called to order by the Chairman or, if absent, by the Vice -Chairman. In the absence of both the Chairman and Vice - Chairman, the ineeling shall be called to order by the Secretary, and a temporary Chairman shall be elected to preside over the meeting. Section 4.6. Conduct of Meeting. Board meetings will be conducted in accordance with these Bylaws and City Council Meeting Rules and Procedures, as applicable to the Board. See Ordifiarzce Chapter 2.24. • Arts and Culture Board Bylaws Revised May 2011 Page 4 of 7 • Section 4.7. Voting. Each Member shall vote on all agenda items, except on matters involving a conflict of interest, substantial financial interest or substantial economic interest under state law, the City's Ethics Ordinance, or other applicable Laws, Rules and Policies. In such instances the Member shall make the required disclosures and shall refrain from participating in both the discussion and vote on the matter. The Member may remain at the dais or leave the dais, at the Member's option, while the matter is being considered and voted on by the other Board Members. Unless otherwise provided by law, if a quorum is present, an agenda item must be approved by a majority of the Board Members present at the meeting. Section 4.8. Minutes. A recording or written minutes shall be made of all open sessions of Board meetings. The Staff Liaison is the custodian of all Board records and documents. Section 4.9. Attendance. Members are required to attend Board meetings prepared to discuss the issues on the agenda. A Member shall notify the Chairman and the Staff Liaison if the Member is unable to attend a meeting. Excessive absenteeism will be subject to action under Council policy and may result in the Member being replaced un the Board. See Ordinance Section 2.36.010D. Excessive absenteeism means failure to attend at least 75% of regularly scheduled meetings, including Board meetings and Subcommittee meetings. If a Member is removed from the Board that position shall be considered vacant and a new Member shall be appointed to the Board in accordance with Section 2.5 above. Section 4.10. Public Participation. In accordance with City policy, the public is welcome and invited to attend Board meetings and to speak on any item on the agenda. A person wishing to address the Board must sign up to speak in accordance with the policy of the Council concerning participation and general public comment at public meetings. Sign-up sheets will be available and should be submitted to the Chairman prior to the start of the meeting. If any written materials are to be provided to the Board, a copy shall also be provided to the Staff Liaison for inclusion in the minutes of the meeting. Speakers shall be allowed a maximum of three minutes to speak, but may take up to six minutes if another individual who signs up to speak yields the time to the speaker. If a person wishes to speak on an issue that is not posted on the agenda, they must file a written request with the Staff Liaison no later than one week before the scheduled meeting. The written request must state the specific topic to be addressed and include sufficient information to inform the Board and the public. A person who disrupts the meeting may be asked to leave and be removed. i __. Arts and Culture Board Bylaws Revised May 2011 Page 5 of 7 Section 4.11. Open Meetings. Public notice of Board meetings shall be provided in • Sec p g _ accordance with the provisions of the Texas Open Meetings Act. All Board meetings and deliberations shall be open to the public, except for properly noticed closed session matters, and shall be conducted in accordance with the provisions of the Texas Open Meetings Act. Section 4.12. Closed Sessions. The Board may conduct closed sessions as allowed by law, on properly noticed closed session matters, such as consultation with attorney on legal matters, deliberation regarding the value of real property, competitive utility matters, and economic development negotiations. A recording or certified agenda shall be made of all closed sessions of Board meetings. ARTICLE V. REPORTS TO CITY COUNCIL The Board shall meet with City Council, as requested, to deterinine how the Board play best serve and assist City Council. City Council shall hear reports from the Board at regularly scheduled Council meetings. ARTICLE VI. SUBCOMMITTEES Section 6.1. Formation. When deemed necessary by a majority of the Board, • Subcommittees may be formed for specific projects related to Board matters. Subcommittees comprised of non -Members may only be formed with the prior consent and confirmation of the City Council. Section 6.2. Expenditure of Funds. No Subcommittee, or member of a Subcommittee, has the authority to expend funds or incur an obligation on behalf of the City or the Board. Subcommittee expenses may be reimbursed if authorized and approved by the Board or by City Council. Section 6.3. Open Meetings. Subcommittee meetings and deliberations shall be open to the public, except for properly noticed closed session matters, and shall be conducted in accordance with the provisions of the Texas Open Meetings Act. ARTICLE VII. BYLAW AMENDMENTS These Bylaws may be amended by majority vote of the Board Members at any regular meeting of the Board. The Board's proposed amendments to the Bylaws inust be • Arts and Culture Board Bylaws Revised May 2011 Page 6 of 7 • • • approved by City Council at the next Council meeting after the Board's approval. Bylaw amendments are not effective until approved by City Council. Approved and adopted at a meeting of the City Council on the day of 20 it ATTEST: � 01Y City Secretary, O -, v.&%j T Approved, and adopted 20 Board Secretary Arts and Culture Board Bylaws Revised May 2011 Page 7 of 7 THE CITY OF GEORGETOWN y- z "-t, 0 r , Mayor at a meeting of the Board on the Board Chairman day of