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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.