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16-1110 Effectuating and Adopting Bylaws of the Meridian Arts CommissionCITY OF MERIDIAN RESOLUTION NO. 0 BY THE CITY COUNCIL: BIRD, BORTON, CAVENER, MILAM, PALMER, ZAREMBA A RESOLUTION OF THE MAYOR AND THE CITY COUNCIL OF THE CITY OF MERIDIAN APPROVING THE BYLAWS OF THE MERIDIAN ARTS COMMISSION AS AMENDED ON DECEMBER 10, 2015, AND PROVIDING AN EFFECTIVE DATE. WHEREAS, pursuant to Meridian City Code section 2-2-4(B), at its meeting on December 10, 2015, the Meridian Arts Commission voted unanimously to recommend to City Council that it approve the "Bylaws of the Meridian Arts Commission as Amended on December 10, 2015," attached hereto as Exhibit A; WHEREAS, the City Council of the City of Meridian deems the approval of such bylaws to be in the best interest of the City of Meridian in that they facilitate the efficient operation of the Meridian Arts Commission; NOW THEREFORE, BE IT RESOLVED BY THE MAYOR AND CITY COUNCIL OF THE CITY OF MERIDIAN CITY, IDAHO: Section 1. That the City Council of the City of Meridian hereby approves the Bylaws of the Meridian Arts Commission as Amended on December 10, 2015, attached hereto as Exhibit A. Section 2. That this Resolution shall be in full force and effect immediately upon its adoption and approval. ADOPTED by the City Council of the City of Meridian, Idaho, this 1'2- day of January, 2016. iK- APPROVED by the Mayor of the City of Meridian, Idaho, this 17�day of January, 2016. 17D 1--- Mayor ATTEST: �� l 1 city of By: 1 1I, IATdl 111A1111 Jaycee HUman, City Clerk SEA -L mu. de Weerd RESOLUTION APPROVING BYLAWS OF MERIDIAN ARTS COMMISSION PAGE 1 OF 2 EXHIBIT A BYLAWS OF MERIDIAN ARTS COMMISSION RESOLUTION APPROVING BYLAWS OF MERIDIAN PARKS & RECREATION COMMISSION PAGE 2 OF 2 BYLAWS of the MERIDIAN ARTS COMMISSION AS AMENDED on December 10, 2015 WHEREAS, Meridian City Code section 2-2-4(B) directs the Meridian Arts Commission to adopt bylaws, rules, and regulations for the proper conduct of the business of the commission; WHEREAS, the development of publicly accessible arts within the City of Meridian will highlight our community's rich cultural resources, enhance the City's aesthetic environment, and promote the development of economic, educational, recreational, and tourism opportunities within the City; WHEREAS, the arts can be used as a conduit for exchanging ideas, making connections, and finding common ground and, when accessible to the public, can help to strengthen Meridian's community and families; WHEREAS, the City Council of the City of Meridian has deemed it to be in the best interest of its citizens to establish an Arts Commission for the purpose of advancing the arts within the City of Meridian through the research and development of opportunities and funding sources for the arts within our community; NOW, THEREFORE, the Meridian Arts Commission hereby establishes and adopts the following bylaws. ARTICLE I: INTENT The intent in preparing and adopting these bylaws is to provide a framework for the organization, actions, and agenda of the Meridian Arts Commission (hereinafter "Commission") ARTICLE II: OFFICE The principal location of the Commission shall be at Meridian City Hall, 33 E. Broadway Avenue, Meridian, Idaho. ARTICLE III: MEMBERSHIP SECTION 1: TERMS OF OFFICE. In keeping with provisions of Meridian City Code regarding commissioners' terms of office, there are hereby designated nine membership seats on the Commission. The commissioners appointed to Seats 1-8 shall each serve a term of three (3) years. The commissioner appointed to Seat 9 shall be a youth member, whose term shall be one (1) year. SECTION 2: SUBCOMMITTEES. The Commission Chair, with the Commission's approval, shall establish such subcommittees as necessary or helpful to assist or advise the Commission in the performance of its functions and/or furtherance of its mission. Meetings of subcommittees shall comply with any and all applicable public meetings laws. Each subcommittee shall consist of at least two (2) commissioners. Unless a subcommittee chair is appointed by the Commission B YLAws OF THE MERIDIAN ARTS COMMISSION PAGE 1 OF 4 Chair, each subcommittee shall elect a chair to preside at subcommittee meetings and present the findings and/or recommendations of the subcommittee to the Commission. The Commission Chair, subcommittee chair, and/or Mayor may appoint citizens or public officials to serve as members of subcommittees. SECTION 3: QUORUM. According to the provisions of Meridian City Code, a majority of currently -appointed commissioners shall constitute a quorum for the transaction of any business of the Commission. SECTION 4: VOTING. Each commissioner shall be entitled to one (1) vote on any matter before the Commission. Except as otherwise designated herein, the vote of the majority of the members present at any meeting at which a quorum is present shall effectuate any decision of the Commission. The Commission Chair shall be a voting member of the Commission and shall hold the same rights and privileges as any other commissioner. Proxy voting shall not be permitted. ARTICLE IV: MEETINGS SECTION 1: NUMBER AND DATE OF REGULAR MEETINGS. According to the provisions of Meridian City Code, regular meetings of the Commission shall be held on the second Thursday of each month at 3:30 p.m. SECTION 2: SPECIAL MEETINGS. Special meetings may be convened by or at the direction of the Chair by notifying the Commission in the manner specified herein. SECTION 3: PLACE OF MEETINGS. Unless otherwise specified, meetings of the Commission shall be held at Meridian City Hall, 33 E. Broadway Avenue, Meridian, Idaho. SECTION 4: NOTICE OF MEETINGS. Unless otherwise prescribed by statute, commissioners shall be provided written notice of meetings, which notice shall state the date, hour, and location thereof, and shall further state the purpose of the meeting, business to be transacted, and/or agenda. The Arts & Culture Specialist shall issue notice to each and every commissioner not less than forty-eight (48) hours, nor more than thirty (30) days prior to the meeting. Notice may be issued by e-mail, U.S. Post, and/or personally, by or at the direction of the Chair. SECTION 5: LENGTH OF MEETINGS. No meeting shall run longer than three (3) hours unless a majority vote of the quorum approves the extension of such time limit as to a particular meeting. SECTION 6: CONDUCT OF MEETINGS. The Commission shall operate under the precepts of Robert's Rules of Order. The order of business for meetings of the Commission shall be as follows: 1) call to order; 2) roll call; 3) approval of the agenda; 4) approval of minutes of previous meeting; 5) old business; 6) new business; 7) reports, presentations, subcommittee reports, staff reports; 8) next meeting; 9) adjournment. The agenda shall be followed to the BYLAWS OF THE MERIDIAN ARTS COMMISSION PAGE 2 OF 4 extent possible, but other matters may be considered upon vote of the majority of the members present at any meeting at which a quorum is present. SECTION 7: AGENDA. The agenda for all meetings of the Commission shall be prepared by the Arts & Culture Specialist in consultation with the Commission Chair. Agenda items may be proposed to the Commission Chair by any commissioner or any member of the public and shall be placed on the agenda at the discretion of the Commission Chair, provided that adequate notice of such item has been provided as set forth herein. Agenda items not proposed to the Commission Chair by 5:00 p.m. on the Monday preceding the regular meeting, or forty-eight (48) hours before a special meeting shall be considered at any meeting at which a quorum is present only upon vote of the majority of the members present. SECTION 8: PUBLIC APPEARANCES AND REQUESTS. Scheduling of appearances before or requests to the Commission shall be at the discretion of the Chair. The Chair may set rules to maximize efficiency and productivity of meetings, including setting a time limit for presentations and/or comments to the Commission. SECTION 9: MINUTES. Minutes and/or records of the business conducted at all meetings of the Commission or any subcommittee thereof shall be kept and shall be open for public inspection. The minutes of each meeting shall be forwarded to each commissioner prior to the regular meeting at which such minutes are subject to approval by the Commission. ARTICLE V: OFFICERS SECTION 1: DESIGNATION. According to the provisions of Meridian City Code, officers of the Commission shall include the Commission Chair and Commission Vice -Chair. Other officers may be elected as necessary or desirable for the efficient administration of the Commission if a majority of the Commission so decides. SECTION 2: TERM AND ELECTION. According to the provisions of Meridian City Code, election of officers shall be held at the first regularly scheduled meeting after January 1 of each year. A special election may be held at any time to fill a vacancy of office. An officer who fails or refuses to fulfill the duties of his or her office may be removed from the office by a two-thirds (2/3) majority vote of the full Commission by secret ballot at a special election. SECTION 3: DUTIES OF CHAIR. The Commission Chair shall prepare meeting agendas in cooperation with the City Clerk's Office, shall preside over all full Commission meetings, and shall sign all documents requiring an official signature on behalf of the Commission, including its annual report to the Mayor and City Council and other reports as requested. The Chair shall recommend, for the Commission's approval, the formation of subcommittees and the appointment of commissioners, citizens, and/or public officials thereto. The decisions, statements, and/or actions of the Chair shall obligate, commit, and/or represent the Commission only insofar as the Commission has specifically authorized. BYLAWS OF THE MERIDIAN ARTS COMMISSION PAGE 3 OF 4 SECTION 4: DUTIES OF VICE -CHAIR. The Commission Vice -Chair shall perform the duties of the Chair in the absence of the Chair and shall perform such other duties as may be delegated by the Commission Chair. ARTICLE VI: AMENDMENT OF BYLAWS As provided in Meridian City Code, the Commission may recommend to the Mayor and City Council that these bylaws be altered, amended, added to, or repealed. ARTICLE VII: ADOPTION AND EFFECTIVE DATE The Commission adopted the foregoing bylaws at its regular meeting on December 10, 2015. These bylaws shall be effective upon their ratification by resolution of the City Council of the City of Meridian. Adopted by the Meridian Arts Commission on the 10th day of December, 2015. ,�e , hair Mary Meridi Arts Commission BYLAWS OF THE MERIDIAN ARTS COMMISSION PAGE 4 OF 4