HomeMy WebLinkAbout11-19-2020Creative & Cultural Council Minutes November 19, 2020
The Paducah Creative & Cultural Council convened for a Council meeting on November 19, 2020 at 4:30
p.m. via video and/or audio teleconference. Upon a call of the role, the following answered to their
names: April Cochran, Steven Page, Cindy Ragland, Shand Stamper, Tammara Tracy and Ty Wilson (8).
Those members absent were Mary Katz, and Melanie Reason (2).
In order to keep the Council and public safe in the midst of the COVID-19 outbreak and in accordance
with Kentucky Executive Order 2020-243 and SB 150, all members of the Creative & Cultural Council
participated using video and/or audio teleconferencing. The public was invited to view the meeting via
the Zoom Virtual Meeting Link and call-in phone number.
APPROVAL OF MINUTES FOR SEPTEMBER 24, 2020
Council member Tammara Tracy offered the motion, seconded by Council member April Cochran to
approve the Minutes for the October 15, 2020 meeting of the Creative & Cultural Council. All in favor.
BYLAWS DISCUSSION & ADOPTION
The Council reviewed the draft bylaws and made edits and changes.
Tammara Tracy offered motion, seconded by Ty Wilson, that the Creative & Cultural Council Bylaws be
adopted as amended.
Adopted on a call of the roll, yeas, April Cochran, Steven Page, Cindy Ragland, Shand Stamper,
Tammara Tracy and Ty Wilson (6).
[A final copy of the adopted Bylaws are included at the end of these minutes.]
ELECT COUNCIL CHAIRPERSON
Cindy Ragland offered motion, seconded by Ty Wilson, that April Cochran be elected as Chairperson for
the Creative & Cultural Council.
Adopted on a call of the roll, yeas, Cindy Ragland, Shand Stamper, Tammara Tracy and Ty Wilson (4).
Stand aside, April Cochran (1). Steven Page had technical difficulties and was not present for this vote
(1).
ELECT COUNCIL SECRETARY
April Cochran offered motion, seconded by Tammara Tracy, that Shand Stamper be elected as Secretary
for the Creative & Cultural Council.
Adopted on a call of the roll, yeas, April Cochran, Cindy Ragland, Steven Page, Shand Stamper,
Tammara Tracy and Ty Wilson (6).
NATIONAL ENDOWMENT FOR THE ARTS GRANT DISCUSSION
Lindsay Parish updated the Council on the National Endowment For The Arts Grant.
Creative Business Bootcamp held November 5-6 Virtual
Response was good – Many said they had gotten a lot out of the sessions
Area to improve – A lot of material to cover for day and a half
5
Ty Wilson update on the Grant and The National Endownment For the Arts Grant
Received approval from NEA for extension until December 30, 2021
Additional funds will need to be used between now and December 2021
ADJOURN
Shand Stamper offered motion, seconded by Ty Wilson, to adjourn the meeting. All in favor.
Meeting ended at approximately 5:55 p.m.
ADOPTED: December 17, 2020
Bylaws of the
Paducah Creative and Cultural Council
The following are the bylaws of the Paducah Creative and Cultural Council for the City of Paducah,
Kentucky. The Council is established by Ordinance 2019-12-8605 in Section 2-581 of the Code of
Ordinances, City of Paducah, Kentucky.
ARTICLE I. Role and Function1
The duties of the Creative and Cultural Council shall be as follows:
A. Act as a resource for local artists and organizations.
B. Undertake initiatives that support the creative economy and the arts and culture ecosystem of
Paducah.
C. Unite and connect local partners to address community needs and make the community more
healthy, vibrant and equitable.
D. Recognize, promote and encourage creative industry growth.
E. Identify funding and grant opportunities for local artists and arts & cultural organizations and
assist with the acquisition of said funding and grants.
F. Coordinate efforts between agencies and individual artists and educate the public regarding
community arts opportunities.
G. Assist with the installation of public art in neighborhoods, public places, and commercial
corridors.
H. Perform assessments on the state of arts and culture in Paducah.
ARTICLE II. Membership2
A. COMPOSITION
The Council shall be composed of 8 members: five (5) citizens of the City of Paducah, the
Paducah Director of Planning, the Paducah Neighborhood Project Planner and the Paducah
Grants Administrator.
B. APPOINTMENT
The Mayor with the consent of a majority of the Board of Commissioners shall appoint the
citizen members of the Council.
C. Citizen members initially designated shall serve terms of three (3) years or until their
successors are appointed and confirmed; provided, however, that initially, two (2) members
shall be appointed for terms of one (1) year; two (2) members shall be appointed for terms of
two (2) years; and one (1) member shall be appointed for terms of three (3) years.
D. TERM
1 Sec. 2-583(1-8).
2 Sec. 2-582.
1. Each term, except for initial appointments, shall be for three (3) years each, and/or until
their successors are appointed and qualified.
2. No citizen member may serve more than two (2) full three-year terms. Vacancies shall
be filled in the same manner as in the original appointments and for the unexpired
term of the vacancy.
3. Council members shall be appointed based in part on their professional competence of
arts and culture and may include creative entrepreneurs, arts advocates and concerned
members of the public.
E. ABSENCES
If a member of the Council misses three regular meetings within one fiscal year, they shall be
asked by the remaining Council members to resign their membership on the Council. This
requirement may be waived by an affirmative vote of four members of the Council in good
standing.
F. COMPENSATION
Each citizen member shall serve without compensation and may not incur any indebtedness to
be paid by the City of Paducah.3
ARTICLE III. Officers
A. OFFICERS
Officers shall be a Chairperson, Vice-Chairperson and Secretary. The Chairperson and
Secretary are elected from the membership of the Council. 4 The Director of the Department of
Planning or the Director's designee shall serve as Vice-Chairperson of the Council.
B. OFFICERS TERM
Chairperson and Secretary will serve for a 1-year term. A maximum of two consecutive terms
are allowed. Terms begin at the beginning of the fiscal year, July 1.
C. DUTIES OF THE CHAIRPERSON
Preside at all meetings of the Council; Sign documents approved or made by the Council;
Submit such recommendations and information as may be considered proper concerning the
business, affairs and policies of the Council.
D. DUTIES OF THE VICE CHAIRPERSON
The Vice Chairperson shall have the care and custody of all funds of the Council and shall
supervise those funds in accordance with the fiscal policy of the City of Paducah and
appropriate State and local law. Perform all duties of the Chairperson during the
Chairperson's absence. This officer is city employee in order to fulfill these fiscal
responsibilities.
E. DUTIES OF THE SECRETARY
Record all votes; keep a record of the minutes of the Council in a minute book to be kept for
such purpose; send to the City Clerk a copy of the minutes; and perform other duties
incidental to the office.
F. VACANCIES
3 Sec. 2-584.
4 Sec. 2-583 (9) requires a Chairperson and Secretary.
Should the offices of Chairperson or Secretary become vacant, the Council shall elect a
successor from its membership at the next regular meeting, and such election shall be for the
unexpired term of said office.
ARTICLE IV. Meetings
A. REGULAR MEETINGS
Regular meetings shall be held the third Thursday of each month at 4:30 p.m. at the place
designated by the Chairperson. Regular meetings may be canceled if deemed necessary by a
majority vote of the members present at the preceding meeting; however, the Council shall
meet no less than quarterly.5
B. VIDEO ATTENDANCE
Video conferencing, with both video and audio enabled, is a permitted form of participation,
as permitted by state law.
C. QUORUM
A quorum shall be a majority of the members for the transaction of all business.
D. SPECIAL CALLED MEETINGS
Special meetings may be called by the Chairperson or by request of two members of the
Council. Only agenda items may be discussed.6
E. MEETING NOTICE
Notice of all meetings of the Council shall be sent to all members by e-mail at least five days in
advance of each meeting. Such notice shall include date, time, and place of the meeting. A
meeting agenda and the draft minutes of the previous meeting must be provided at least 24
hours in advance of the meeting.
F. WAIVER OF NOTICE
Whenever notice is required to be given to any Member under the provisions of the law or by
these bylaws, a waiver thereof in writing signed by the person or persons entitled to such
notice, whether before or after the time stated therein, shall be equivalent to the giving of such
notice. Presence without objection shall also constitute a waiver of notice.
G. CLOSED MEETINGS
Pursuant to the Open Meetings Act (KRS 61.810(1)), the Council may discuss certain subjects
in a closed meeting (or portion thereof) if notice is given during the meeting of the general
nature of the business to be discussed, the reason for the closed meeting, and the specific
statutory exception authorizing the closed meeting.
H. AGENDA ITEMS
All agenda items must be in writing and submitted to the Chairperson at least 2 day(s) before
the Meeting Notice is due to be sent. Email submittals are acceptable. Agenda Items must
contain the following information:
a. Title
b. Date of meeting
c. Submitted/Sponsored by (may be more than one Council member)
5 Sec. 2-583 (10) requires quarterly meetings.
6 KRS 61.805-61.850
d. Type of Item (Informational –no discussion required, Discussion – no vote, or
Decision –vote at the meeting)
e. Summary of Proposal
f. Actual text of the Proposal (as needed)
g. Background information (as needed)
I. MINUTES
a. Written minutes shall be kept of every meeting of the Council and any committees. The
minutes shall include but not be limited to a list of meeting attendance and records of
all roll call votes taken on proposals or issues placed before the meeting.
b. Copies of the approved minutes shall be submitted in writing at the following Board of
Directors meeting but will not require a vote of approval. Changes or amendments to
the meeting must be raised at the beginning of the meeting. Disagreements shall be
resolved by majority vote.
ARTICLE V. Meeting Procedure
A. AGENDA SETS ORDER
Matters not included on the agenda may be discussed, but only if a majority approves. Once
opened and roll is taken, the Chairperson asks if changes to the minutes and agenda are
necessary. If none, then they are considered final and accepted without motion.
B. VOTING SYSTEM
1. Voting shall be limited to the members of the Council.
2. The voting options are: For, Oppose, Stand aside, and Abstain. Members who abstain
must have a conflict of interest or were not present during all of the deliberations.
Members who Stand aside are generally against the proposal but do not wish to stop
the proposal from proceeding; therefore, the Stand Aside vote is counted as an
affirmative vote.
3. The affirmative vote of a majority of the members present shall be the act of the
Council on any question, except where the act of a greater number is required by these
bylaws.
C. PROXIES
1. A member may appoint a proxy to vote on his/her behalf with the acknowledgement
of the Chairperson or Vice Chairperson before the start of the meeting.
2. Acceptable proxies are only another member of the Council.
3. The proxy will be empowered to vote and speak on behalf of the Council member
being represented and included in the count for a quorum.
4. A majority of the Council members present at the meeting may refuse to accept a proxy
at any given meeting at the beginning of the meeting.
D. ACTION BY CONSENT
Any action required or permitted to be taken at any meeting of the Council may be taken
without a meeting if a written consent to such action is signed by all members of the Council
and such written consent is filed with the minutes of the proceedings of the Council.
E. PRIORITY OF MOTIONS
1. Main Motion
Motion to approve or disapprove a proposal or other issue of business. Any Council
member may offer. They must be seconded, can be discussed or amended, and requires a
formal vote.
2. Secondary Motions
Secondary motions can be made only when there is a main motion on the floor. They must
be seconded, can be discussed, cannot be amended, and requires a majority vote to pass.
When general consensus is apparent, if no one opposes the action, the Chairperson may
simply declare that a secondary motion passes by an informal majority (by assent). There
are three types of secondary motions:
a. Motion to Amend the Main Motion seeks to alter and improve the main motion. Any
Council member may propose an amendment to a proposal.
If the author or sponsor of the proposal agrees to accept the amendment, it is
considered to be a “friendly amendment” and no vote is taken. The amendment is
added to the proposal, and all further discussion is on the amended proposal.
If the author or sponsor of the proposal does not wish to accept the amendment, it
is treated as a separate motion. There is discussion on the amendment, and then a
vote on the amendment. If the amendment passes by majority vote, all further
discussion is on the amended proposal. If the amendment does not pass, discussion
reverts to the initial, unmodified proposal.
b. Motion to Introduce a Substitute Motion seeks to replace the main motion with
something else. A vote determines whether the substitute motion is successfully put on
the floor alongside the main motion. If the substitute motion is added to the floor,
another vote determines which motion remains on the floor as the main motion and
which motion is taken off the floor. Both motions can be discussed before taking this
vote. Note that a Motion to Introduce a Substitute Motion is out of order if there is a
Motion to Amend the Main Motion on the floor.
c. Motion to Continue the Main Motion seeks to delay all further action on the main
motion until the next meeting or a designated time.
3. Priority Motions
Priority motions can be made without the Chairperson’s recognition, are considered
immediately, and cannot be amended, and requires a 2/3 majority vote to pass.
a. A Motion to Vote seeks to “call the question” by halting discussion on the main
motion on the floor and going to a vote. Such a motion does not need to be seconded,
cannot be discussed but all who oppose calling the question get a chance to speak.
b. A Motion to Halt Consideration of a Question seeks to close discussion of a question
and is used when a motion or amendment does not have substantial support and
would waste the body’s time and energy. Such a motion may be made upon
introduction or early in the course of debate on a motion or amendment.
4. Priority Requests
Priority requests ask the Chairperson to do something. The Chairperson can accept or
reject a Priority Request, but this acceptance or rejection can itself be appealed through a
Priority Motion. Priority requests can be made without the Chairperson’s recognition, are
considered immediately, cannot be amended, and are not directly voted on (rather they
are accepted or rejected by the Chairperson). There are five types of priority requests:
a. Request to Take a Sense-of-the-Council Vote seeks to hold a non-binding sense
vote relevant to the business under consideration.
b. Request to Solicit Round-Robin Feedback seeks to solicit the input of all
people present on the issue at hand.
c. Request to Change the Agenda can be made at appropriate times, usually at
the beginning of the meeting, usually pertaining to the order of proposals or
time allocation.
d. Request to Take a Recess seeks a pause in the meeting, after which business
continues where it left off.
e. Request to Limit Discussion seeks to shorten the amount of time allotted to
discuss something.
F. CLARIFYING QUESTIONS
Clarifying questions refer to content and not opinion and may be asked by members to
clarify what is being proposed. The author or sponsor of the proposal is generally the person
who will respond to clarifying questions.
G. DISCUSSION
Discussion is focused on the merits of the proposal. Discussion may lead to amendments to
the proposal in order to address concerns of members.
ARTICLE VI. Conflict Of Interest
Any member of the Council who has any direct or indirect financial interest in the outcome
of any decision pending before the Council must disclose the nature of the interest and
must disqualify herself/himself from voting on the question, and must leave the meeting
space.
Further, the member shall not be counted for the purpose of a quorum.
ARTICLE VII. Committees
The Council may have Standing Committees or Special Committees.
A. SPECIAL COMMITTEES
Special committees and their chairs may be established and appointed by the Chairperson
of the Council. Special committees shall be discharged upon providing a final report to
the Council, or at the conclusion of the term of office of the Chairperson of the Council.
B. STANDING COMMITTEES
The purpose and composition of standing committees shall be determined by the members
of the Council and shall be governed according to their individual standing rules as
approved by the Council.
ARTICLE VIII. Amendments to the Bylaws
A. These bylaws may be amended at a meeting for which the amendment is listed on the
agenda by a two-thirds (2/3) vote of the members present.
B. Notice of the proposed amendment shall be given in writing at least thirty days prior to
the meeting at which the vote upon such amendment shall be taken.