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HomeMy WebLinkAboutCultural Resources Board - Minutes - 10/30/2003or Fort Collins Cultural, Library and Recreational Se-n-i;es Lincoln Center CULTt'R.AL RESOURCES BOARD MINUTLS PCLTltlllr Meeting— Thursday. October 30. 2003 12:00 p.m. Lincoln Center Council Liaison: Karen Weitfunat StaffLiatsoln Jill Stilwell Chairperson:.Ayleen Burns Phone: 225-3937 (h) Vice -Chair. Ann Wilmsen A regular meeting of the Cultural Resources Board was held on Thursday, October 30, 2003 at 12:00. The following members were present: Board Members present: Jack Steele, Jennifer Sterling Beccard , Jon Wilkinson, Loren Hooper, Ann Wilmsen Board Members absent: Ayleen Burns, Marilyn Barnes Staff Members present: Jill Stilwell, Cheryl Donaldson, and Marty Heffernan Guests Present: None 1. Call to Order—(12:03 p.m.) Ann'Wilmsen IL Consideration of agenda - Updating By-laws -was added to the agenda after number VII, and Public Notification under other business. III. Consideration of Minutes of September 25, 2003 Motion to accept minutes —Loren Hooper Second — Jennifer Beccard Passed Unanimously W. Colorado Business Committee for the Arts (CB CA) Awards progress and update: The nomination letter was distributed for all Board members to sign. Arm Wilmsen and Jennifer Sterling Beccard will complete the applications and submit by the November 15`t' due date. V. Follow up to Review of DDA Presentation on New Performing Arts Center Marty Heffernan was invited to sit on the Downtown Development Authority's steering committee for a new, performing arts center. Marty reported to the Board that the DDA wants the city to be involved in the process and is interested in the city potentially managing/operating the new performing arts center. The direction is still fairly open at this point, with the focus still looking at a campus model of a performing arts center with other nearby facilities supporting the arts. Vl. Revievr ofOpening Remarks Handout for Port Fund Loren Hooper will complete a drab of the hand-out and staff will send it out with the neat months mcefing packet. VII. National Arts and Humanities Month Proclaniatiou 117 VJrst Magnolia • Fort Collins, CCl 80521-264C • (970) 221-67 5 • PAX (970) 84-0434 Ann Wilmsen, Jennifer Beccard, and Jill Stilwell accepted on behalf of the community the Mayor's proclamation for October as National Arts and Humanities month. The Board agreed to place Arts and Humanities month on its July agenda to discuss this being proclaimed each year and how to promote it. VIII. By -Law Update The City Clerks office notified staff that the Cultural Resources Board By-laws are out of date. Jill Stilwell spoke with Ingrid Decker from the City Attorney's Office. Ingrid was willing to assist in drafting the By-laws and asked for direction from the Board. The Board decided to ask Ingrid to prepare an initial draft for them to review. The draft will be included in the packets sent to Board members prior to the December 4'h meeting, and Board members will review it prior the meeting. IX. Review of Fort Fund Events — AARP — Reinventing Aging: Jack Steele: good attendance and displayed banner. Neighborhood Celebration: Jon Wilkinson: small hum out, displayed banner, may be the last time to support. Shared Abundance, Food Bank: Jon Wilkinson: exceeded fundraising goals. Make -A -Difference Day: Jon Wilkinson: logo on t-shirt & postcards, generated 1800 volunteers. Top Cat & Tails: Jon Wilkinson: Logo on program, nice silent auction, class act! Arts Alive event: Jack Steele: event moved to mid -November Dance Connection Fall Concert: Jennifer Beccard: event seemed to attract larger audience, positive show, showing signs of being a stronger organization. Women's Center Parenting Lecture: Jennifer Beccard: unable to attend, logo not on flyer. The Board requested having a list at future funding sessions of funded events and organizations that did not display the logo. X. Committee Reports — Museum: Jack Steele: Kevin Duggan at the Coloradoan did a story on the Museum's collection of Clovis lithic materials. The article promoted the collection and the November 19'h meeting of the Northern Colorado Chapter of the Colorado Archaeology Society at the Museum. The Career Builder in the Coloradoan also featured the Museum. The Museum is currently in the process of hiring a new director. The Education Curator position is still frozen. XI. Other Business: The Board wanted to know if they could receive the budget numbers for the upcoming January funding session in advance. Staff will research. Public Notification: according to the City Code and recent information Jack Steele received at a Board training, the CRB is required to post public notification of any meetings, or subcommittee meetings, of three or more members. Staff will assist the Board is complying with this code. XI. Adjounnnent: 1:47 p.m. Respectfully submitted, Jilt Stilwell Director of Cultural Services -IL � L11 CULTURAL RESOURCES BOARD LINCOLN CENTER REPORT December 4. 2003 PERFORMANCE EVENTS New Artists Philharmonic Concert Preston Junior High School Honor Choir Matehsiick Productions Film Outpost Sunsport Warren Miller Ski Film Lincoln Center Kiss Me hate Centennial Blend Chorus Got A Cappella Fort Collins Children's Theatre Wizard of Oz Lincoln Center Film -Thai] and Fort Collins Symphony Guild Cranberry Pops Mini Theatre: Openstage Theatre Macbeth Front Range Chamber Players Concert Foothills Pops Band December Concert Front Range Community College Don Juan Canyon WestRoom: Rainbow Chorus We Are Everywhere -Music From Around the World MEETINGS AND OTHER EVENTS: Artisans Collection WestWind Productions North American Title Security Title Larimer County Human Services Bridge 21 State of CO -Division Voc-Rehab LC Support Leaguel-Hall of Trees/Holiday Tables LC Support League -The Great Christmas Hall LC Support League -Trees and Treats First American Heritage SigrnaPhi Epsilon ACT, Inc. CSU Wildlife Society City of Fort Collins Clerks Office Adoption Advocacy Alternatives City of Fort Collins Police Peak Solutions, hic. Convention/Vistors Bureau Norlarco Credit Union _- iA 1tjenuha t J .,rt r r, 1 ns, r-C> n"1i 7 2t,40 I ic)7(j) _ i r:3� • I -%'01 1-03_4 Peak Solutions Larimer County Workforce Re/Max First Associates Rocky Mountain Football Boosters Tri City Education N. Colorado Wood Carvers Sears Trostel Hardwoods Craft Sale 13 Regular Users, 3 private receptions, 9 LC meetings VISUAL ARTS: Creative Spaces November 22 — December 20, 2003 All Galleries Creative Spaces, featuring the work of twelve artists, focuses on objects and elements that are integral to the home environment. This includes everything from the functional to the decorative such as one -of -a -kind lamps, mirrors, furniture, ceramics and other objects within our everyday surrounding. ART IN PUBLIC PLACES: The Lincoln Center Entryway piece is coming along! The artist, Tim Upham, has begun removing concrete from the existing sidewalk and new concrete was poured last week. The model and a handout describing the piece are available in the lobby. In another exciting project, submissions for the expansion of the WaterCycle Wall are due on November 28. This project is in conjunction with the Utility Department. The existing WaterCycle Wall artistically illustrates the relationship between plants, animals, and water in this area. It is located on the Spring Creek bike trail just south of Drake Road Bridge. CRB Report — Museum October — November, 2003 Submitted November 35, 2003 Exhibits • "A History of Helping: The United Dray of Larinter County" opened in the Overland Trail Gallery on November 14. This exhibit, in conjunction Frith the United Way of Larimer County, explores the history of this Dcnver-based charitable organization and the importance of philanthropy. 'A History of Helping" will remain on exhibit through January 4. Programs The Museum hosted its annual Terror Tours on Saturda 7, October 25. Over i8o participants enjoyed hot chocolate in the Museum's Heritage Courhvard, then toured Old Town while docents related creepier stories from Fort Collins history. Grants The Museum submitted grant applications to the Gay and Lesbian Fund for Colorado, the American Honda Motor Company, an 3 the I-iternational Questers for grants to assist the Museum in educational programming and restoration of the Franz -Smith cabin. Museum Store • Record -breaking sales of Sam English posters from the "Sam English: actii�ist posters from Indian communities" exhibit brought in over $3,000 to the Museum Store in the month of October. In November, the Museum Store participated in the First Annual Marketplace Mosaic held at the Jefferson County Fairgrounds. The Marletplace Mosaic brought together museum stores and non -profits from throughout Colorado's Front Range, providing a unique shopping experience. The Store generated over $Soo in sales during the event. FORT FUND GRANT SESSION ANNOUNCEMENTS For the Funding Session: Cultural Resources Board Members: City Staff Liaisons: Ayleen Burns -Chair Jill Stilwell -Di reel or, Cultural Services Marilyn Barnes and Facilities Jennifer Sterling Beccard Libby Colbert -Lincoln Center Public Loren Hooper Relations Coordinator Jack Steele Jon Wilkinson Convention and Visitors Bureau Representative: Ann Wilmsen Rich Harter Funds and Sources: Fort Fund grants are generated through a lodging tax in the City of Fort Collins. There are two funds: The Cultural Development & Programming Account, and the Tourism Account. These accounts have generated approximately $ for possible disbursement this evening. We have requests for about $ Promoting Tourism: A portion of the Fort Fund dollars are targeted specifically to events that promote tourism in Fort Collins. If you believe your event promotes tourism, you can contact the Convention and Visitors Bureau by phone at for help in tracking the tourism impact of your event. Recommended Grant Amounts: After the funding session, the Cultural Resources Board makes recommendations for Fort Fund grants to City Council for their final approval. You can call Libby Colbert (221-6735) as soon as to learn the recommended grant for your group. Conflict of Interest: One or more Cultural Resources Board members may announce their withdrawal from consideration of individual proposals due to a real or perceived conflict of interest. Order of Presentations: The order of presentations for each funding session has been selected randomly. Each group will have three minutes to make a presentation and Cultural Resources Board members will have three minutes for questions. Fort Fund Banners: Fort Fund banners are available for display at your event. We encourage their use. Please contact Libby Colbert (221-6735) at the Lincoln Center for information on checking out a banner. Logo Required: The City of Fort Collins Fort Fund Logo is required on printed promotional material for any event funded by Fort Fund. Any questions concerning this requirement should be addressed to Libby Colbert at the Lincoln Center. Jill Stilwell - Byaws Pace 1 From: Ingrid Decker To: Stilwell, Jill Date: 11/17/03 10 12AM Subject: Bylaws Jill - attached are drafts of two different versions of the bylaws. One is very thorough. Like the old version of the bylaws, it includes speclfic language and requirements from the City Code. The advantage of this form of bylaws is that it covers most of the things the Board would need to know to conduct its business, although reference to the Code or the Boards and Commissions Manual would still be necessary for additional details. The downside is that if any of the applicable Code language changes, the bylaws would have to be updated to keep them consistent with the Code. You and I would need to make sure we stayed on top of that. The other version (the "short" version) eliminates most of the Code language and just refers to it, meaning Board members need to be familiar with the Code - they can't just rely on the bylaws to know how things are supposed to operate. Its main purpose is to spell out the things that are left up to the board, like how many officers to have, what their roles will be, agenda preparation, etc. The benefit to this is that it is less likely the bylaws would have to be amended each time the Code changes. However, you would still need to make sure th2t the Board was aware of and understood changes in the Code that affect them (like changes in the open meetings law. or how executive sessions are to be conducted.) The downside to the ''short form" is that It is less of a "one -stop shopping" version of the rules that pertain to the Board. I suggest that you let the Board review both versions and think about what they would like the purpose of their bylaws to be. You may share this e-mail with them as well, If that would help. Let me know if you have any questions, or need anything else prior to the next Board meeting. Thanks, Ingrid Ingrid Decker Assistant City Attorney (970) 221-6520 CITY OF FORT COLLINS CULTURAL RESOURCES BOARD BYLAWS Ishortform—draft 11/12/03 AR"17CLE I —Name The name of this organization shall be the Cultural Resources Board. ARTICLE II — Furncti The Board shall act as an advisory board and shall cans out the functions specified for the Board by the Code of the City of Port Collins. ARTICLE III — Membership Members of the Board shall be appointed by the City Council and shall serve pursuant to the applicable provisions of the City Code. ARTICLE 1V — Officers Section 1. The officers of the Board shall be a Chairperson and a Vice -Chairperson. Section 2. The election of officers shall be held each year during the regular meethig in February or March. The staff liaison shall notify the City Clerk's office when new officers are elected. Section 3. The Chairperson shall be responsible for assisting staff support in the preparation of the agenda for all meetin(Ys, calling special meetings as needed, and for conducting rneetings. Section 4. The Vice -Chairperson shall assume the duties of the Chairperson upon his or her absence or disability. ARTICLE V — Committees The Chairperson shall appoint committees as needed for specific tasks from among the members of the Board, and shall dissolve the cormnittees upon completion of the assigned task. ARTICLE VI — Meetings Section L Meetings shall be held as approved by the Board. a. "Meeting" shall mean any gathering of a quorum or three (3) or more members, whichever is fewer, of the Board or any committee of the Board at which any public business is discussed or any formal action may be taken. Section 2. Regular meetings shall be held on the last Thursday of each month, beginning at 12:00 noon, at the Lincoln Center, Section 3. Special meetings may be called by the Chairperson at his/her discretion, however, notice of special meetings must be filed with the City Clerk at least twenty-four (24) hours before the time of such meetings. Section 4. An agenda shall be sent to each Board member prior to each meeting. Section 5. All meetings shall be open to the public, and shall be held in compliance with all applicable provisions of the City Charter and Code, including all Code requirements regarding public notice, open meetings and executive sessions. Section 6. A quorum of the Cultural Resources Advisory Board shall consist of four (4) voting members and no official action may be taken by the Board on any matter unless a quonim is present. ARTICLE VII -- Attendance Regular attendance at meetings is required. Therefore, either of the following shall automatically cause a member's appointment to terminate: a. Three (3) consecutive absences fi-om regularly scheduled meetings of the Board. b. Four (4) absences from regularly scheduled meetings of the Board in any calendar year. Such absences shall not result in termination if prior written notification of any such absence has been submitted to the staff liaison or the Chairperson or, if the Chairperson is the person experiencing the attendance problems, then to the Vice -Chairperson. ARTICLE VIII — Relations with City Council Minutes, annual reports and work plans shall be prepared and submitted as required by the applicable provisions of the City Code. ARTICLE IX — Procedure Section 1. The Board shall operate pursuant to the procedures established by the City of Fort Collins for boards and commissions, and these bylaws shall not be inconsistent with the Charter and the City Code. Section 2. All questions of order not answered by these bylaws shall be decided by reference to the latest edition of Roberts Rules of Order. ARTICLL X — Amendments to BN°laws Any member mad propose amendments to those bvlaws at any regularlNscheduled Board meeting. Proposed amendments shall be voted on at the next resularlp scheduled Board meeting, and must be approved by a majority oCthe voting members then present. RuNised hylati,s shall be submitted to the Cite ClcrkCs office and arc subject to approval by the City Council Dated: �00 CITE' OF FORT COLLINS CULTURAL RESOURCES BOARD BYLAWS (draft 11/12/031 ARTICLL 1 —Name The name ofthis organization shall be the Cultural Resources Board. ARTICLE Il —functions The Board shall act as an advisory board and shall have the following functions: (1) To advise and make recommendations to the Museum Director and the City Council for their approval as to rules, regulations, policies, administrative and budgetary matters pertaining to the Fort Collins Museu ni; (2) To advise and make recommendations to the Director of Cultural Services and Facilities and the City Council for their approval as to rules, regulations, policies, administrative and budgetary matters pertaining to the Lincoln Center and any other cultural facility constructed by the city; (3) To review proposals for funding from the Cultural Development and programming Account, following established and published guidelines, and to submit recommendations regarding such proposals to the City Council to be approved by the Council by resolution; (4) To advise and make recommendations to the City Manager regarding any proposed revisions to the guidelines used by the Cultural Resources Board to make the funding recommendations referred to in subparagraph (3) above; (5) To assist, advise and make recommendations to the Director of Cultural Services and Facilities and the City Council in cooperating on connnunity projects with other civic organizations and with individuals interested in the city's cultural programs and facilities, in order to promote awareness and understanding of, and appreciation for, the value of cultural resources in the cominuruty. ARTICLE III — Membership Section 1. The Cultural Resources Board shall consist of seven (7) members appointed by the City Council. Members shall serve for a term of four (4) years, except that members may be appointed by the City Council for a shorter term in order to achieve overlapping tenure. Appointments shall specify the term of office of each individual. All members shall be subject to removal by the City Council. If a vacancy occurs on the board, it shall be filled by the City Council for the remaining unexpired portion of the tens. No member shall serve more than two (2) consecutive teens. Section 2. The staff liaison shall notify the City Clerk's office when a member resigns or a vacancy exists for other reasons, so that the vacancy may be filled. ARTICLE IV — Officers Section 1. The officers of the Board shall be a Chairperson and a Vice -Chairperson Section 2. The election of officers shall be held each year during the regular meeting in February or March. The staff liaison shall notify the City Clerk's office when new officers are elected. Section 3. The Chairperson shall be responsible for assisting staff support in the preparation of the agenda for all meetings, calling special meetings as needed, and for conducting meetings. Section 4. The Vice -Chairperson shall assume the duties of the Chairperson upon his or her absence or disability. ARTICLE V — Committees The Chairperson shall appoint committees as needed for specific tasks from among the members of the Board, and shall dissolve the committees upon completion of the assigned task. ARTICLE VI — Meetings Section 1. Meetings shall be held as approved by the Board. a. "Meeting" shall mean any gathering of a quorum or three (3) or more members, whichever is fewer, of the Board or any committee of the Board at which any public business is discussed or any formal action may be taken. Section 2. Regular meetings shall be held on the last Thursday of each month, beginning at 12:00 noon, at the Lincoln Center. Section 3. Special meetings may be called by the Chairperson at his/her discretion, however, notice of special meetings must be filed with the City Clerk at least twenty-four (24) hours before the time of such meetings. Section 4. An agenda shall be sent to each Board member prior to each meeting. Section 5. All meetings shall be open to the public. Any meeting at which any formal action could occur or at which a majority or quorum is in attendance, or is expected to be in attendance, shall be held only after frill and timely notice to the public. For the purpose of this provision, adopting a regular meeting date and the filing of a statement with the City Clerk shall be considered full and timely notice. Notice of special or reschcduled meetings must be filed with the City Clerk and posted as required by the City Code. Section 0. A quorum of the Cultural Resources Advisory Board shall consist of four (4) � otme members and no official action ma_v be taken by the Board on am matter tmless a quorum is prescnt. Section 7. Executive sessions may be called upon the affirmative vote of 1wo-thirds (2/3) of those members present and voting for the purpose of discussiuL' personnel matters as described in the City Code, potential conflicts of interest, property acquisition and sales by the City, or meeting with the City Attorney or other attorneys represcutine the City regarding legal issues. The Board may not take any formal action at such sessions. ARTICLE V11 -- Attendance Regular attendance at meetings is required. Therefore, either of the following shall automatically cause a member's appointment to terminate: a. Three (3) consecutive absences from regularly scheduled meetings of the Board. b. Four (4) absences from regularly scheduled meetings of the Board in any calendar year. Such absences shall not result in termination if prior written notification of any such absence has been submitted to the staff Liaison or the Chairperson or, if the Chairperson is the person experiencing the attendance problems, then to the Vice -Chairperson. ARTICLE VII1 —Relations with Citv Council Section 1. Minutes. Minutes shall be taken of any meeting of the Board or any committee of the Board at which the adoption of any proposed policy, position, resolution, rude, regulation or formal action occurs or could occur. Such minutes shall be open to public inspection and shall be filed with the City Clerk upon approval by the Board. Such approval shall occur no later than the next regular meeting of the Board, except in those instances when an audio or video recording has been made and maintained by the City of the Board meeting which is the subject of the minutes. Four copies of the minutes shall also be provided to the City Manager's Office. Section 2. Annual Report. On or before January 31 of each year, the Board shall file a report with the City Clerk setting forth the activities of the Board for the previous year. Section 3. Work Plan. On or before November 30 of each year, the Board shall file a work plan with the City Clerk for the following year. ARTICLE IX — Procedure Section I. The Board shall operate pursuant to the procedures established by the City ofFon Collins for boards and commissions, and these bylaws shall not be inconsistent with the Charter and the City Code. Section 2. All questions of order not answered by these bylaws shall be decided by reference to the latest edition of Roberts Rules of Order. ARTICLE X — Amendments to Bylaws Airy member may propose amendments to these bylaws at any regularly scheduled Board meeting. Proposed amendments shall be voted on at the next regularly scheduled Board meeting, and must be approved by a majority of the voting members then present. Revised bylaws shall be submitted to the City Clerk's office and are subject to approval by the City Council. Dated: , 200