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Home My WebLink About05/14/2019 Arts and Culture Commission - Regular Meeting Packet CITY OF GILROY ARTS AND CULTURE COMMISSION (“In partnership with City Council, the Arts & Culture Commission promotes the Arts in the Gilroy community.”) REGULAR MEETING MAY 14, 2019 5:30 p.m. Recreation Conference Room 7351 Rosanna Street Gilroy, CA 95020 AGENDA 1 KNOW YOUR RIGHTS UNDER THE GILROY OPEN GOVERNMENT ORDINANCE Government's duty is to serve the public, reaching its decisions in full view of the public. Commissions, task forces, councils and other agencies of the City exist to conduct the people's business. This ordinance assures that deliberations are conducted before the people and that City operations are open to the people's review. FOR MORE INFORMATION ON YOUR RIGHTS UNDER THE OPEN GOVERNMENT ORDINANCE, TO RECEIVE A FREE COPY OF THE ORDINANCE OR TO REPORT A VIOLATION OF THE ORDINANCE, CONTACT THE OPEN GOVERNMENT COMMISSION STAFF AT (408) 846-0204/shawna.freels@cityofgilroy.org PUBLIC COMMENT GUIDELINES: During the PUBLIC COMMENT ON ITEMS NOT ON THE AGENDA portion of the meeting, each person wishing to speak should prepare a presentation of not more than three (3) minutes. Persons wishing to address the Commission are requested, but not required, to complete a Speaker’s Card located at the entrances. Completion of this speaker’s card is voluntary. All persons may attend this meeting and speak, regardless if a card is completed or not. Speaker’s slips should be submitted to the Secretary BEFORE this portion of the meeting begins. Anyone wishing to address the Commission on any other item on this AGENDA is requested, but not required, to fill out a speaker’s slip as well and submit it to the Secretary BEFORE the Commission takes action on the item. Materials related to an item on this agenda submitted to the City of Gilroy Arts & Culture Commission after distribution of the agenda packet are available for public inspection with the agenda packet in the Recreation Department at City Hall, 7351 Rosanna Street during normal business hours. These materials are also available with the agenda packet on the City website at www.cityofgilroy.org” In compliance with the Americans with Disabilities Act, if you need special assistance to participate in this meeting, please contact the Recreation Department at (408) 846-0460. Notification 48 hours prior to the meeting will enable the City to make reasonable arrangements to ensure accessibility to this meeting. (28CFR 35.102-35.104 ADA Title II) 2 Mission Statement: “To be an advocate for cultural and artistic activities in the Gilroy Community. To build bridges and promote communication through cultural and artistic opportunities for all individuals, thereby improving the quality of life in our city.” I. CALL TO ORDER II. FLAG SALUTE III. SECRETARY'S REPORT IV. APPROVAL OF MINUTES A. February 12, 2019 V. APPROVAL OF AGENDA VI. INTRODUCTIONS A. Karla Sward B. Sally Armendariz VII. AWARDS/RECOGNITIONS VIII. PUBLIC COMMENT ON ITEMS NOT ON THE AGENDA IX. PRESENTATION TO COMMISSION 1. Presentation of the City of Gilroy Board, Commission & Committee Member Handbook by City Clerk X. NEW BUSINESS A. Gilroy Museum's Annual Presentation and Commission Approval to Transfer Funds to Museum 1. Staff Report: Adam Henig, Recreation Manager 2. Public Comment 3. Possible Action: It is recommended the Arts and Culture Commission approve to recommend to the City Council to transfer the interest accumulated ($571.77) from the “Museum Trust Fund” to the “801 Fund” in order for the Museum to continue its mission to preserve and protect the City’s historical collection. B. Approve Arts and Culture Commission Presentation Dates to City Council 3 1. Staff Report: Adam Henig, Recreation Manager 2. Public Comment 3. Possible Action: It is recommended that the Art and Culture Commission motion to approve two of three available dates for their annual presentation to City Council for 2019. The City Clerk will select the final date. XI. OLD BUSINESS A. Finalize and approve 2019 Arts and Culture Commission Work Plan 1. Staff Report: Adam Henig, Recreation Manager 2. Public Comment 3. Possible Action: Approve 2019 Arts and Culture Commission Work Plan that was developed at the March commission retreat. B. Fiscal Year 2019 Training Budget Expenditures 1. Staff Report: Adam Henig, Recreation Manager 2. Public Comment 3. Possible Action: Motion and approve any Arts and Culture Commission related training expenditures. XII. PUBLIC ART COMMITTEE UPDATE XIII. GILROY ARTS ALLIANCE UPDATE A. Gilroy Arts Alliance Report XIV. STAFF REPORTS A. Recreation Staff Report 1. Staff Report: Adam Henig, Recreation Manager 2. Public Comment 3. Possible Action: Receive and comment. XV. STUDENT REPRESENTATIVE COMMENTS XVI. COMMISSION COMMENTS (Arts-Related) XVII. STAFF COMMENTS 4 XVIII. ADJOURNMENT XIX. FUTURE MEETINGS June 11, 2019 at 5:30 P.M. CITY OF GILROY ARTS AND CULTURE COMMISSION (“In partnership with City Council, the Arts & Culture Commission promotes the Arts in the Gilroy community.”) REGULAR MEETING FEBRUARY 12, 2019 5:30 p.m. City Council Chambers 7351 Rosanna Street Gilroy, CA 95020 MINUTES 1 I.CALL TO ORDER Attendee Name Title Stat us Arriv ed Bruce Morasca Commissio ner Pres ent Marika Somorjai Commissio ner Pres ent Wendy Sue Kissa Commissio ner Pres ent Maricela Andrade Commissio ner Pres ent Nancy Fierro Commissio ner Pres ent 5:38 PM Barbara Bottini Commissio ner Abs ent II.FLAG SALUTE III.SECRETARY'S REPORT The Agenda and Packet were posted on Friday, February 8, 2019 at 8:50 AM. IV.APPROVAL OF MINUTES A.January 8, 2019 Regular Meeting Minutes Motion was made by Commissioner Wendy Sue Kissa to approve the January 8, 2019 Regular Meeting Minutes. Motioned seconded by Commissioner Maricela Andrade. Motion passed 5-0-0. V.APPROVAL OF AGENDA A.New Section Motion was made by Commissioner Kissa to approve agenda. Motion seconded by Commissioner Andrade. 4.A Packet Pg. 5 Minutes Acceptance: Minutes of Feb 12, 2019 5:30 PM (APPROVAL OF MINUTES) 2 Motion passed 5-0-0. VI.INTRODUCTIONS A.New Arts and Culture Commissioner Wendy Sue Kissa Commissioner Wendy Sue Kissa introduced herself. She has been resident of Gilroy for 3 years and has a passion for the arts. VII.AWARDS/RECOGNITIONS None. VIII.PUBLIC COMMENT ON ITEMS NOT ON THE AGENDA None. IX.NEW BUSINESS A.Development of a Gilroy 150th Anniversary Celebration Logo Mayor Roland Velasco informed the commission the City of Gilroy will be celebrating its 150th anniversary on March 12, 2020. He is working with a committee, brainstorming ideas for a celebration that will occur throughout the year. Velasco asked the commission if they would be interested in organizing a contest to redesign the City logo. The proposed new logo would be used on the City website as well as stationary during the 2020 calendar year. Commissioner Morasca mentioned the Public Art Committee has several artists who may be interested in participating. Commissioner Kissa asked if there was a budget for promotional purposes. Commissioner Somorjai asked if there was a deadline. Velasco and the committee had not established a budget yet and no set deadline was established, but will have more details for the commission soon. Kissa asked about logo dimensions. Staff member Henig informed her he would provide the information at a later date. Morasca suggested there be a subcommittee to discuss the details and proceed with the Anniversary Logo project. Commissioners Somorjai, Andrade and Kissa volunteered to be on the subcommittee for the project. Henig suggested the subcommittee have city staff present. Motion made by Commissioner Kissa to accept the Mayor’s challenge of proceeding with the redesign of the city logo project/contest. Motion seconded by Commissioner Fierro. Motion Passed 5-0-0. B.Recommend Public Art Committee applicant to City Council 4.A Packet Pg. 6 Minutes Acceptance: Minutes of Feb 12, 2019 5:30 PM (APPROVAL OF MINUTES) 3 Staff member Henig informed the Commissioners the Public Art Committee (PAC) has two applicants which need to be approved for recommendation to City Council. Fierro inquired how many spots were open. Henig informed her there were three vacancies, one of which needs to be a member of the Arts and Culture Commission. Lifelong Gilroy resident Otmar Alvarado applied. He is a writer, photographer and painter. Morasca asked Otmar what type of public art he would like to see in the community. He mentioned a deconstructed Garlic. Resident Federico Saldaña was the second applicant. He has been teaching for 15 years. While previously teaching art at Christopher High, he assisted students in hosting an art show at downtown businesses. Saldaña also works with the Garlic Festival as the Co-Chair of the Arts and Crafts committee. Morasca asked Saldaña what type of art he hopes to see in the community at which time he stated more student created art. Motion made by Kissa to approve recommendation of Alvarado and Saldaña to City Council to serve on the Public Art Committee. Motion seconded by Fierro. Motion passed 5-0-0. X.OLD BUSINESS 4.A Packet Pg. 7 Minutes Acceptance: Minutes of Feb 12, 2019 5:30 PM (APPROVAL OF MINUTES) 4 A.Selection of Chair and Vice-Chair of Arts and Culture Commission Commissioner Morasca informed the commissioners to pick amongst themselves who would like to be Chair and Vice Chair of the Arts and Culture Commission. Kissa volunteered to be Chair of the commission and Fierro as Vice Chair. Kissa did mention she spends summer months on the East Coast at which time she could telecommunicate to meetings. Henig reminded the commission of the teleconferencing policies. Motion was made by Andrade to appoint Kissa as Chair and Fierro as Vice Chair. Motion seconded my Somorjai. Motion Passed 5-0-0. B.Appoint Arts and Culture Commissioner to serve on General Plan Advisory Committee Fierro volunteered to be the liaison for the GPAC. Motion was made by Kissa to appoint Fierro to serve as the Arts and Culture Commissioner on the General Plan Advisory Committee. Motion seconded by Andrade. Motion Passed 5-0-0. C.Selection of 2019 Retreat Date Henig informed commissioners about the standard details of the annual commission retreat. Commissioner Morasca suggested the commission have one within the next two months. Commissioner Kissa recommended the meeting be held in March. Somorjai agreed. It was decided to have food at the retreat. Staff member Henig advised no food allowed in the Council Chambers and will look into another city facility to hold the meeting. Motion made by Kissa to approve the retreat date to March 12, 2019 at 5:30 pm. Motion Seconded by Fierro. Motion passed 5-0-0. D.Arts and Culture Commission Representative(s) to serve on Public Art Committee Commissioner Morasca explained the duties of the Arts and Culture Commission liaison to the Public Art Committee (PAC). Commissioner Fierro volunteered herself to serve as the representative. Motion was made by Kissa to appoint Fierro as the commissioner to serve on PAC. Motion seconded by Andrade. Motion passed 5-0-0. E.Commission Work Plan and Strategic Plan Update Commissioner Morasca stated the work plan and strategic plan be updated and discussed at the retreat. Commissioner Fierro mentioned to everyone they look over the current plan to be ready to discuss goals, projects and subcommittees. 4.A Packet Pg. 8 Minutes Acceptance: Minutes of Feb 12, 2019 5:30 PM (APPROVAL OF MINUTES) 5 F.Fiscal Year 2019 Training Budget Expenditures Staff member Henig reminded the commission of the remaining funds for training purposes which has only been used to purchase business cards and will be expiring at the end of the fiscal year. Commissioner Fierro mentioned she had created a list of seminars and training events which commission members can attend. XI.PUBLIC ART COMMITTEE UPDATE Commissioner Morasca stated the Public Art Committee held no meeting last month, no update. XII.GILROY ARTS ALLIANCE UPDATE A.Gilroy Center for the Arts Monthly Report See attached report XIII.STAFF REPORTS A.Recreation Arts and Museum Report Staff member Henig stated the museum staff would like to give an annual presentation of events in the coming months. The children’s theater production, Mary Poppins, will be performed in April at Gilroy High School Theater. The Spring/Summer Activity Guide is being put together by the Recreation Department staff. XIV.STUDENT REPRESENTATIVE COMMENTS Christopher High Student Representative Paetra informed the commission of the school’s recent and upcoming events. The drama department will be performing Taming of the Shrew, with public performances March 15, 16, and 22 at 7:00 pm and a matinee at 2:00 pm on March 16. The group will also be traveling to London and Moscow to perform. The Choir Department will be hosting an open mic night on Friday, February 16th, tickets are $5. The school Band is holding a spring concert March 5 7:00 pm at the school. The band is also hosting a spaghetti feed fundraiser March 6 from 4:30 pm to 7:30 pm. The District concert will be held on March 20 at Christopher High. The Photography Department has two students whose art will be displayed at the New Museum of Los Gatos Art Now. The Company C Dance Team is currently preparing to compete in Florida over spring break at Nationals XV.COMMISSION COMMENTS (Arts-Related) 4.A Packet Pg. 9 Minutes Acceptance: Minutes of Feb 12, 2019 5:30 PM (APPROVAL OF MINUTES) 6 Commissioner Somorjai asked if there's a rule on age requirement for a new commissioner at which time she was informed 18, which is the voting age. Commissioner Fierro mentioned she would like more community outreach by the commissioners. Fierro plans to create a list of art-related events in the city that commissioners can attend. Commissioner Andrade mentioned she would like to know more about local events and more ways to get involved. XVI.STAFF COMMENTS None. XVII.ADJOURNMENT Meeting adjourned at 6:55 PM. XVIII.FUTURE MEETINGS March 12, 2019 at 5:30 P.M. Vanessa Arteaga, Recreation Department Recording Secretary 4.A Packet Pg. 10 Minutes Acceptance: Minutes of Feb 12, 2019 5:30 PM (APPROVAL OF MINUTES) Produced by the Gilroy City Clerk’s Office BOARD, COMMISSION & COMMITTEE MEMBER HANDBOOK 2019 9.1 Packet Pg. 11 Communication: Presentation of the City of Gilroy Board, Commission & Committee Member Handbook by City Clerk (PRESENTATION TO i WELCOME AND ORIENTATION Welcome and thank you for your willingness to serve as a member of a City of Gilroy Board, Commission or Committee. Advisory bodies play an important role in city governance by assisting the City Council in addressing specific issues in detail, lending professional expertise, and facilitating community decision-making. The City of Gilroy has a number of advisory bodies, each with distinct responsibilities. As a new advisory body member you will need to familiarize yourself with the documents governing your particular body including the City Charter and ordinances, bylaws, relevant element(s) of the General Plan, and current work plan goals, all available from your staff liaison. Reviewing these documents will help you get a sense of your responsibilities. This Handbook is designed to serve as a reference of the basic procedures that apply to all City advisory bodies. Your staff liaison will facilitate a general orientation to familiarize you with your advisory body and go over current issues that have been under consideration. Learning your role and developing an effective voice takes time and familiarity. We hope this Handbook will assist you towards a satisfying and productive experience. Your participation is deeply appreciated by the City Council, by city staff, and by your community. The vitality and strength of our community comes from the willingness of people like you who serve Gilroy. Respectfully, Gilroy City Council and City Staff 9.1 Packet Pg. 12 Communication: Presentation of the City of Gilroy Board, Commission & Committee Member Handbook by City Clerk (PRESENTATION TO ii 9.1 Packet Pg. 13 Communication: Presentation of the City of Gilroy Board, Commission & Committee Member Handbook by City Clerk (PRESENTATION TO iii Table of Contents WELCOME AND ORIENTATION .......................................................................... i THE STRUCTURE OF CITY GOVERNMENT ...................................................... 1 Form of Government ....................................................................................... 3 City Council ..................................................................................................... 3 Boards, Commissions and Committees ........................................................... 3 City Officers, Departments, and Staff .............................................................. 4 BOARD, COMMITTEE & COMMISSION MEMBERSHIP ..................................... 5 Appointments................................................................................................... 7 Resignations and Removals ............................................................................ 7 Attendance ...................................................................................................... 7 Vacancies ........................................................................................................ 7 Annual Recognition ......................................................................................... 8 Terms .............................................................................................................. 8 BOARD, COMMITTEE & COMMISSION OFFICERS AND STAFF ...................... 9 Officers .......................................................................................................... 11 Staff ............................................................................................................... 11 Records ......................................................................................................... 11 Expenses ....................................................................................................... 11 PREPARATION FOR MEETINGS ...................................................................... 13 Preparation .................................................................................................... 15 Action ............................................................................................................ 15 Agenda Questions ......................................................................................... 15 Limits of Authority .......................................................................................... 15 Objectivity ...................................................................................................... 15 Openness ...................................................................................................... 15 Clarifications .................................................................................................. 16 Conflicts of Interests ...................................................................................... 16 Remote Participation ..................................................................................... 16 MEETINGS ......................................................................................................... 17 Regular Meetings .......................................................................................... 19 Adjourned Meetings ....................................................................................... 19 Special Meetings ........................................................................................... 19 Subcommittees .............................................................................................. 19 Quorum ......................................................................................................... 19 Agendas ........................................................................................................ 20 Minutes .......................................................................................................... 20 Procedure ...................................................................................................... 21 Work Plan ...................................................................................................... 21 9.1 Packet Pg. 14 Communication: Presentation of the City of Gilroy Board, Commission & Committee Member Handbook by City Clerk (PRESENTATION TO iv Table of Contents (Continued) MEETING MANAGEMENT ................................................................................. 23 Proceedings................................................................................................... 25 Decorum at Meetings .................................................................................... 27 Effective Conflict Management ...................................................................... 27 Basis for Your Decision ................................................................................. 28 Motions .......................................................................................................... 28 Role of Chair.................................................................................................. 29 Responsibilities of Chair ................................................................................ 29 ROLES, RESPONSIBILITIES AND RELATIONSHIPS ....................................... 31 Council-Advisory Body Relationship .............................................................. 33 Code of Ethics and Values ............................................................................ 33 Staff-Advisory Body Relationship .................................................................. 34 Staff Responsibilities ..................................................................................... 34 Relations with Other Boards, Commissions and Committees ....................... 35 City Clerk ....................................................................................................... 35 City Attorney .................................................................................................. 35 IMPOSED RESTRAINTS .................................................................................... 37 Conflicts of Interest ........................................................................................ 39 Public Records Laws ..................................................................................... 39 The Brown Act & Gilroy Open Government Ordinance ................................. 39 Discrimination and Equal Protection .............................................................. 40 Due Process .................................................................................................. 40 Reasonableness ............................................................................................ 40 Use of Public Property ................................................................................... 40 Conflict of Interest Code: Disclosure Requirements ...................................... 40 Use of City Email ........................................................................................... 41 9.1 Packet Pg. 15 Communication: Presentation of the City of Gilroy Board, Commission & Committee Member Handbook by City Clerk (PRESENTATION TO 1 THE STRUCTURE OF CITY GOVERNMENT 9.1 Packet Pg. 16 Communication: Presentation of the City of Gilroy Board, Commission & Committee Member Handbook by City Clerk (PRESENTATION TO 2 9.1 Packet Pg. 17 Communication: Presentation of the City of Gilroy Board, Commission & Committee Member Handbook by City Clerk (PRESENTATION TO 3 THE STRUCTURE OF CITY GOVERNMENT A. FORM OF GOVERNMENT Generally, there are two sources of authority by which California cities govern themselves. General Law cities adhere to the provisions and requirements established as general law by the state of California. Charter cities use the election process to adopt a charter or constitution, which sets forth the basis and authority for all future actions not in contradiction with pre-emptive state law. Gilroy is a Charter City as are approximately 20% of California cities. B. CITY COUNCIL The City Council is a 7 member body consisting of 6 Council Members elected at large in even numbered years to staggered four-year terms, and one directly elected Mayor serving a four-year term. The City Council is the governing body of the City, vested with the regulatory and corporate power of the municipal corporation. The Council serves as the City’s board of directors and legislative body. It sets goals and priorities and establishes policies. The Mayor is the presiding officer of the Council, and the official spokesperson and representative of the City. It is not possible for each Council Member to know all pertinent facts of every given situation. For counsel and advice on the practical application of established policy, reliance is placed on the service of interested citizens appointed to the various advisory bodies. For technical and administrative assistance, both the Council and the advisory bodies refer to the City Administrator and the City Administrator’s staff. C. BOARDS, COMMISSIONS AND COMMITTEES There are two types of advisory bodies. One is permanent with duties, responsibilities, and scope of authority is set forth in an enabling ordinance or the Charter. The other is ad hoc and typically created by action of the Council to serve a particular function during a specified time. In both instances, the primary purpose of these entities is to gather information, weigh public input, and examine issues in depth to render a recommendation to the Council and the City Administrator. Certain advisory bodies also have decision-making authority in certain circumstances. A brief description of the various advisory bodies and their primary functions is available from the City Clerk’s office. 9.1 Packet Pg. 18 Communication: Presentation of the City of Gilroy Board, Commission & Committee Member Handbook by City Clerk (PRESENTATION TO 4 D. CITY OFFICERS, DEPARTMENTS, AND STAFF The City Council appoints the City Administrator, City Clerk and City Attorney. 1. City Administrator The City Administrator has complete responsibility and authority for the administration of the City’s government. This individual is appointed by, and serves at the pleasure of the Council, and is the appointing authority for the City, selecting the department heads and other employees. 2. City Clerk The position of the City Clerk is established by state law, and has responsibility for conducting all municipal elections, acting as legislative support to the City Council, and maintaining all official city records. This individual is appointed by, and serves at the pleasure of the City Council 3. City Attorney The City Attorney is also appointed by, and serves at the pleasure of the City Council, and is retained to advise the Council and staff on questions of law, to represent the City in legal actions and other actions to which the City is a party, or as otherwise may be requested by the City Council. 4. Departments The administration of Gilroy’s government is provided by the City Administrator and the following departments: Administration, Community Development, Finance, Fire, Human Resources, Police, Public Works and Recreation. The heads of departments are appointed by the City Administrator with the consent of the Council, and serve at his/her pleasure. By virtue of their technical training and experience, they are assigned by the City Administrator to provide staff assistance as needed to the advisory body. However, the advisory bodies have no authority to supervise or direct the work of city staff. This is done only through the City Administrator. 9.1 Packet Pg. 19 Communication: Presentation of the City of Gilroy Board, Commission & Committee Member Handbook by City Clerk (PRESENTATION TO 5 BOARD, COMMITTEE & COMMISSION MEMBERSHIP 9.1 Packet Pg. 20 Communication: Presentation of the City of Gilroy Board, Commission & Committee Member Handbook by City Clerk (PRESENTATION TO 6 9.1 Packet Pg. 21 Communication: Presentation of the City of Gilroy Board, Commission & Committee Member Handbook by City Clerk (PRESENTATION TO 7 BOARD, COMMITTEE & COMMISSION MEMBERSHIP A. APPOINTMENTS In order to be eligible for appointment to an advisory body (with the exception of the Youth Commission), a person must be a qualified registered voter of the City, and may not hold any paid office or employment in the City government. After application, interview and selection, board, committee and commission appointments are made by majority vote of the Council for specified terms, which are mostly four years in length. Each advisory body member must be administered the oath of office by the City Clerk prior to being seated. In some instances, disclosure of economic interests may be required by the city’s Conflict of Interest Code under the regulations of the California Fair Political Practices Commission. B. RESIGNATIONS AND REMOVALS If a member is unable to continue serving because of health, business requirements or personal reasons, a letter or email of resignation should be submitted to the staff liaison. The position of any member is automatically vacated when the member ceases to meet the qualifications for office, when Council accepts the member’s resignation, or when the Council so declares. C. ATTENDANCE The City has attendance standards for all members of the City’s advisory body’s. A member shall be automatically removed from an advisory body under the following conditions: 1. A member has more than two excused absences and one emergency absence from regular meetings in a calendar year. (Resolution 2018-41) 2. A member absents themself from three consecutive regular meetings without the approval of the body as expressed in its minutes. D. VACANCIES Vacancies are filled by appointment by the Council. Appointments made in the middle of a term are for the unexpired portion of that term. 9.1 Packet Pg. 22 Communication: Presentation of the City of Gilroy Board, Commission & Committee Member Handbook by City Clerk (PRESENTATION TO 8 E. ANNUAL RECOGNITION Advisory body members are honored annually at the city volunteer appreciation event. F. TERMS No person shall serve more than two consecutive full terms on the same policy body. A member who has served two consecutive full terms shall not be eligible for reappointment to the same policy body for four years. 9.1 Packet Pg. 23 Communication: Presentation of the City of Gilroy Board, Commission & Committee Member Handbook by City Clerk (PRESENTATION TO 9 BOARD, COMMITTEE & COMMISSION OFFICERS AND STAFF 9.1 Packet Pg. 24 Communication: Presentation of the City of Gilroy Board, Commission & Committee Member Handbook by City Clerk (PRESENTATION TO 10 9.1 Packet Pg. 25 Communication: Presentation of the City of Gilroy Board, Commission & Committee Member Handbook by City Clerk (PRESENTATION TO 11 OFFICERS AND STAFF A. OFFICERS Each year, every advisory body will select from its membership a chairperson and a vice chairperson who serve at the pleasure of the advisory body. The term is for one year. It is the chairperson’s duty to preside over meetings and to present such reports as are required or requested by the Council, and to act as the formal representative in communications with the Council. The vice chairperson acts in this capacity when the chairperson is not available. B. STAFF The services of the city staff assigned to the advisory body are coordinated by the City Administrator. The City Administrator shall provide a secretary for the recording of the minutes of each advisory body who shall keep a record of its proceedings and transactions. C. RECORDS The agenda, meeting reports, minutes, audio or video and other official records of an advisory body are public records. Agendas, minutes and notices of adjournment or special meetings must be posted as required by the Ralph M. Brown Act and Gilroy Open Government Ordinance. D. EXPENSES Necessary meeting space and equipment will be made available to the advisory body. If a budget is provided, the advisory body is required to operate within budgetary limitations, with all expenditures requiring prior approval by the advisory body. Mileage and personal expenditures associated with attendance at approved conferences, hearings and other meetings will be reimbursed according to city policy. In all instances, the purchasing procedures of the City apply. 9.1 Packet Pg. 26 Communication: Presentation of the City of Gilroy Board, Commission & Committee Member Handbook by City Clerk (PRESENTATION TO 12 9.1 Packet Pg. 27 Communication: Presentation of the City of Gilroy Board, Commission & Committee Member Handbook by City Clerk (PRESENTATION TO 13 PREPARATION FOR MEETINGS 9.1 Packet Pg. 28 Communication: Presentation of the City of Gilroy Board, Commission & Committee Member Handbook by City Clerk (PRESENTATION TO 14 9.1 Packet Pg. 29 Communication: Presentation of the City of Gilroy Board, Commission & Committee Member Handbook by City Clerk (PRESENTATION TO 15 PREPARATION FOR MEETINGS A. PREPARATION Be prepared. Thoroughly review the agenda packet, including agenda reports, and any other materials before the meeting. The issues that come before advisory bodies are important to the community as a whole and demand your consistent attention. In agreeing to serve on an advisory body, you make a commitment to put in the time required to prepare fully for each meeting. B. ACTION Understand what action you are being called upon to take for each particular agenda item. Your agenda will clearly identify the recommendation the policy body is being asked to make. C. AGENDA QUESTIONS If you have questions about the agenda or agenda report, contact your staff liaison before the meeting to clarify questions or request further information. D. LIMITS OF AUTHORITY Know the responsibilities of your advisory body, as well as the limitations of your individual authority. As a member of an advisory body you will be asked to provide recommendations to the City Council about specific issues through your policy body as a whole. Keep in mind that your appointment does not empower you to supervise or direct City staff. E. OBJECTIVITY Keep an open mind. An objective, balanced, and receptive approach will help you assess the facets of a given issue, and evaluate new ideas. When receiving written and oral public testimony it will be necessary to discern between fact and opinion, as well as between those concerns which are relevant and those which are secondary to the issue at hand. Keeping an open mind will make it easier for you to understand all sides of an issue before you make a judgment or take a position. You will need to ensure you’ve been provided with all of the facts before taking action. F. OPENNESS Strive to appreciate differences in approach and point of view. Diversity of ideas sustains a thoughtful dialogue and a vibrant community. Likewise, take care to articulate your own ideas: remember that your individual voice is a critical part of the whole dialogue. Again, furthering common goals takes cooperation, 9.1 Packet Pg. 30 Communication: Presentation of the City of Gilroy Board, Commission & Committee Member Handbook by City Clerk (PRESENTATION TO 16 flexibility, and a broad-based view of the public interest. If in doubt, return to the foundational documents to guide your understanding of the complexities of an issue. G. CLARIFICATIONS If you are unsure about something before or during the meeting, ask for clarification from you staff liaison to ensure your decisions are based on the facts presented. On behalf of the public, your understanding of issues is important. Each advisory body has a City staff liaison to provide information to assist the members throughout the decision-making process. H. CONFLICTS OF INTERESTS Review each agenda item ahead of the meeting to determine if you may have a conflict due to property or monetary interests. Speak with your staff liaison before the meeting if you believe there is an item you must recuse from deliberating on due to conflict of interest. Staff may need to consult with the City Clerk or City Attorney You will be required to identify the reason for recusal and must leave the dais of the body during the deliberation of the item. I. REMOTE PARTICIPATION If a member of the body wishes to participate in a meeting remotely, they may be offered the opportunity to participate by teleconference or other means under certain conditions. See you staff liaison well in advance to coordinate any participation from a remote location as not all circumstances will afford you the opportunity to participate remotely. The location must be freely accessible to the public at all times during the meeting and shall be identified on the agenda which will be posted at the remote location. At least a quorum of the members of the body must participate from within the City boundaries. 9.1 Packet Pg. 31 Communication: Presentation of the City of Gilroy Board, Commission & Committee Member Handbook by City Clerk (PRESENTATION TO 17 MEETINGS 9.1 Packet Pg. 32 Communication: Presentation of the City of Gilroy Board, Commission & Committee Member Handbook by City Clerk (PRESENTATION TO 18 9.1 Packet Pg. 33 Communication: Presentation of the City of Gilroy Board, Commission & Committee Member Handbook by City Clerk (PRESENTATION TO 19 MEETINGS A. REGULAR MEETINGS Advisory bodies are required to hold regular meetings open to the public as provided by the enabling ordinance or the City Charter. All such meetings are held in City Hall or another City meeting facility, and may take place from time to time elsewhere within the City limits for specific purposes. The agenda for these meetings must be publically noticed on the City website and at City hall no less than 72 hours prior to the meeting. B. ADJOURNED MEETINGS If the business to be considered at a regular meeting cannot be completed, the advisory body then may designate a time and date for an adjourned meeting. This must be announced to the members of the public who are present at the time of adjournment, and so recorded in the minutes. A Notice of Adjournment must be posted within 24 hours of the adjournment. C. SPECIAL MEETINGS A special meeting may be called by the chairperson or a majority of the members. A Special Meeting Notice must be delivered to all advisory body members, the City Clerk, and any interested parties, including news media, which have made a request for such notification. The notice must contain the time and place for such a meeting and the subject matter to be considered, and be delivered at least 24 hours prior to the meeting. D. SUBCOMMITTEES The advisory body may request to appoint special subcommittees of less than a majority of the advisory body to address issues within their scope who then may meet to carry out the purpose of the subcommittee. Your staff liaison can assist the body in determining the scope of proposed subcommittees. If the subcommittee has a continuing subject matter or a regularly scheduled meeting time, it may qualify as a Brown Act committee and public notice provisions will apply. E. QUORUM A quorum consists of a majority of the total number of members of the advisory body. A quorum is required to conduct business at any meeting whether it is a regular, adjourned, or special meeting. Certain approvals require a majority of the entire authorized membership. While it is expected that members be present at all meetings, the staff liaison should be notified 72 hours in advance if a member knows that he/she will be absent. 9.1 Packet Pg. 34 Communication: Presentation of the City of Gilroy Board, Commission & Committee Member Handbook by City Clerk (PRESENTATION TO 20 F. AGENDAS Each advisory body has a staff liaison responsible for preparing an agenda in consultation with the Chair, and distributing the agenda and supporting documents in the agenda packet prior to each meeting. Future items to be heard before an advisory body should be identified by the policy body at an agendized meeting to assure placement on the desired agenda. Each policy body may have its own agenda format, but each agenda must adhere to the Brown Act and Gilroy Open Government Ordinance. The Title and possible action of each item on the agenda shall be descriptive and understandable to the public. The posted agenda also shall indicate when opportunity is provided for members of the public to address the advisory body. If an advisory body member or staff intends to bring up an item for discussion or action, the item must be included on the agenda. Members of advisory bodies may request that an item within the purview of the advisory body be placed on a future agenda by making such a request at a meeting of the body. Information items placed on an agenda may not be acted upon at the meeting. Any member may, however, request that the informational item be placed on a future agenda for action. Regular meeting agenda shall be posted at least 72 hours prior to any meeting in the public notice case and on the city website. A notice of adjournment shall be posted at the door of the meeting, within 24 hours of the adjournment of a meeting if a quorum is not present. Staff shall maintain a record of the agenda and notice of adjournment posting. Only those items appearing on an agenda may be considered at each meeting. However, in cases of extreme emergency unanimous consent of all members present may allow other matters to be introduced and action taken, if urgency exists and delay would be harmful to the public interest. G. MINUTES Minutes are taken at each meeting to provide a record of when and where the meeting took place, who was present, the type of meeting and what was considered, decided and agreed upon. Summary minutes will reflect action taken and any input the body was given to enable it to make its decisions. Emphasis is given on the body’s thought process, not individual members’ thought processes. The minutes will summarize only the main points which arose in discussion if, and only if, they are relevant to the decision. The minutes are submitted to the body for approval and are posted on the City website for public access no less than 10 business days following the meeting. While other avenues exist for communication of interest or opinion, the minutes of the advisory body remain the official document of record. 9.1 Packet Pg. 35 Communication: Presentation of the City of Gilroy Board, Commission & Committee Member Handbook by City Clerk (PRESENTATION TO 21 H. PROCEDURE Each advisory body may adopt such rules and procedures as it feels necessary to accomplish its duties. Such rules are subject to Council approval before becoming effective. In the absence of such rules, the guidelines on parliamentary procedure contained in Roberts’ Rules of Order may be followed. I. WORK PLAN A work plan is the advisory body’s plan and statement of goals within the purview of the advisory body for the year, prepared in coordination with staff. It should reflect the goals, priorities and policies of the City Council. It identifies important problems, challenges, and opportunities, offers a jointly developed plan to address these over the course of the year, and furthers a sense of shared purpose and responsibility among advisory body members. An adopted and published work plan will: • Establish viable short-range objectives that further the long-range goals of the advisory body • Provide group direction, and keep the advisory body on course • Provide a basis for measuring accomplishment • Assist in the allocation of time, energy, and resources • Promote continuity of action, and help keep the big picture focused For example, a work program may include community outreach activity, a plan for addressing critical community issues, an education component, or any other tasks the advisory body identifies as key work challenges for the upcoming year. 9.1 Packet Pg. 36 Communication: Presentation of the City of Gilroy Board, Commission & Committee Member Handbook by City Clerk (PRESENTATION TO 22 9.1 Packet Pg. 37 Communication: Presentation of the City of Gilroy Board, Commission & Committee Member Handbook by City Clerk (PRESENTATION TO 23 MEETING MANAGEMENT 9.1 Packet Pg. 38 Communication: Presentation of the City of Gilroy Board, Commission & Committee Member Handbook by City Clerk (PRESENTATION TO 24 9.1 Packet Pg. 39 Communication: Presentation of the City of Gilroy Board, Commission & Committee Member Handbook by City Clerk (PRESENTATION TO 25 MEETING MANAGEMENT The City of Gilroy is committed to conducting efficient, effective and accessible government operations. The following material outlines techniques you can use to ensure that your advisory body meetings are efficiently run and give all residents an equal opportunity to address the issues. A. PROCEEDINGS 1. Let the Chair run the meeting. 2. Start meetings on time. Keep the agenda in mind in order to give each item the appropriate time. 3. Announce at the start of a meeting if the order of agenda items is to be rearranged for convenience for those attending for certain items, or for better pacing of the agenda. 4. Be fair, impartial, and respectful of the public, staff, and each other. Give your full attention when others speak. 5. Remember that people may be attending a meeting for the first time, and may be unfamiliar with your procedures. In your discussion, either avoid or explain technical terms or verbal shorthand. 6. Listen to audience concerns. Don’t engage in side conversations or otherwise be distracted during public testimony. The opportunity for public testimony is central to the strength of democracy, and is therefore encouraged. Active listening, however, does not mean engaging the public in debate. Your response is appropriately saved for after the public testimony is closed. Recognize differences of opinion and remain neutral when listening to concerns. 7. Close the public testimony before you begin deliberations on an issue. 8. Sometimes questions can most effectively focus discussion and direct decision-making. For example, For staff:  What is the history behind this item?  What are the benefits and drawbacks?  What other alternatives did you consider? 9.1 Packet Pg. 40 Communication: Presentation of the City of Gilroy Board, Commission & Committee Member Handbook by City Clerk (PRESENTATION TO 26 For other advisory body members:  What do you think about this item?  What have you heard from the residents? For the public (at a hearing):  What are your concerns?  How will this proposal affect you?  What specific, constructive, alternatives can you recommend? For yourself:  What are we trying to accomplish?  What are the long-range interests of the community?  What guidance can be found in our foundational documents? • Gilroy City Code • Budget • Capital Improvement Program • General Plan • Specific Plans • Park Master Plans • Council Goals • Brown Act 9. Often you must balance multiple views, neither favoring nor ignoring one individual or group over another. Your obligation is to represent a broad-based view of the community’s long-range interests. 10. Remember that most of the actions of your advisory body will be to make recommendations. It is not simply a discussion group or debating society. 11. Endeavor to end meetings by 9:00 p.m. Short breaks may be helpful during long meetings. Late meetings can reduce the quality of the advisory body’s work. 12. Meeting Types Advisory bodies may meet in different types of meeting formats including the conventional public meeting, and study sessions. Please contact your staff liaison for a detailed explanation of these formats and when they are appropriate. 9.1 Packet Pg. 41 Communication: Presentation of the City of Gilroy Board, Commission & Committee Member Handbook by City Clerk (PRESENTATION TO 27 B. DECORUM AT MEETINGS 1. Limit Speakers to your established speaking time. A suggested ten minutes is recommended for a group or an applicant, and three minutes for other members of the public. 2. Discourage outward signs of agreement or disagreement from the audience such as applause or statements from the floor. Such demonstrations can intimidate those with an opposing view and unintentionally discourage open public discussion of all the issues and points of view. 3. Limit your own comments to the issues before the advisory body. Avoid the appearance of straying from the subject or "grandstanding". Do not interrupt speakers during their comments and save your qualifying questions for them until after they’ve finished speaking. C. EFFECTIVE CONFLICT MANAGEMENT Public Hearings or citizen input can sometimes be difficult to manage. Participants are sometimes highly motivated and often nervous. When there is a group of potential adversaries in one room, the possibility of conflict is high. As an advisory body member, your role is to guide opposing views to positive results, not to eliminate them. The following suggestions may help you manage conflict and confrontation effectively:  Anticipate differences by learning about the topic beforehand so you can concentrate on the meeting’s purposes  Set meeting rules early and make sure everyone abides by them without exception.  Explain carefully the purpose of the Public Hearing and what action is expected at the conclusion of the hearing. Insistence on playing by the rules is your best tool for conflict management in Public Hearings.  All persons speaking should be encouraged to clearly identify themselves, not only for the record, but also so that you may address them by name.  Set an acceptable time limit for testimony (generally three minutes) and stick to it.  Make decisions as promptly as possible. Many bodies get so bogged down in procedural distractions, petty details and endless searches for more information that the issue never seems to get resolved. 9.1 Packet Pg. 42 Communication: Presentation of the City of Gilroy Board, Commission & Committee Member Handbook by City Clerk (PRESENTATION TO 28  Don’t overreact to inflammatory comments. Most are expressions of frustration and do not require answers. Turn frustration to constructive avenues. Ask questions. Be as specific as you can. Refer to the speaker by name. Reinforce areas where you agree. Do not return insult for insult. Very often, the primary audience for your response is not the person who raised the issue.  Avoid speaker-to-audience conversation. The purpose of a hearing is to help your advisory body arrive at a decision, not to engage in audience debate.  If members have questions of the speaker, permit these questions following the speaker’s time at the podium.  Be careful not to prejudge the action of the advisory body. Use the hearing to gather necessary information about the proposal and individual desires concerning the proposal. Members should not express their views on the proposal until after testimony has ended.  Once testimony has ended, each member should be invited to discuss individual views on it.  View the Public Hearing as an example of participatory government in action at the local level. Make it your personal goal to make the Public Hearing work and ensure that everyone is fairly heard. D. BASIS FOR YOUR DECISION 1. Advisory body decisions should be based principally on the factual information presented to you in the open public meeting process. If you collect pertinent information outside of the public process through a meeting with stake holders or site visits, you are required to share that information with your fellow advisory body members in the public meeting. This sharing of information will ensure that other advisory body members and members of the public have a better understanding of the rationale for your decision. 2. Advisory body members are free to meet or refuse to meet with residents, resident groups, developers or prospective contractors or any persons outside of the public meeting process concerning issues before the advisory body. If you meet with any individuals outside of the public meeting you are required to disclose the content of that meeting in the public meeting to again ensure that everybody is aware of the facts and have similar information up on which to base their decision. E. MOTIONS When a member wishes to propose an idea for the body to consider, the member must make a motion. This is the only way an idea or proposal from a 9.1 Packet Pg. 43 Communication: Presentation of the City of Gilroy Board, Commission & Committee Member Handbook by City Clerk (PRESENTATION TO 29 member may be presented to the body for discussion and possible action. A motion goes through the following steps: 1. The member asks to be recognized by the chair. 2. After being recognized, the member makes the motion (I move…). 3. Another member seconds the motion. No discussion should occur until the chair determines whether there is a second to the motion on the floor. 4. The chair states the motion and asks for discussion. 5. When the chair feels there has been sufficient discussion, the debate is closed (i.e., “Are you ready for the question? or “Is there any further discussion?”). 6. If no one asks for permission to speak, the chair puts the question to vote through consensus or roll call vote. 7. After the vote, the chair announces the decision (“The motion is carried” or “The motion fails”, as the case may be). Phrasing a motion is often difficult and corrections may be necessary before it is acted upon. Until the Chair states the motion (step 4), the member making the motion may rephrase or withdraw it. After an amendment, the motion as amended still must be seconded and then voted upon. It is particularly important when a motion is amended that the Chair restate the motion in order that members are clear as to what they are voting on. In making a motion, members should try to avoid including more than one proposal in the same motion. This is especially important when members are likely to disagree. If a member would prefer to see proposals divided and voted upon separately, the member should ask the chair to divide the motion. If other members do not object, the chair may proceed to treat each proposal as a distinct motion to be acted upon separately. The request to divide may also be made by motion. F. ROLE OF CHAIR The Chair shall preserve order and decorum at all meetings of the advisory body, announce the advisory body decisions, and decide questions of order. The Chair is responsible for ensuring the effectiveness of the group process. A good Chair balances moving the discussion forward with involving all advisory body members and allowing for adequate public participation. In the absence of the Chair the Vice chair shall act as presiding officer. G. RESPONSIBILITIES OF CHAIR  Ensure that the public understands the nature of the issue being discussed (for example, reason for discussion, process to be followed, opportunities for public input, timeline for decision). 9.1 Packet Pg. 44 Communication: Presentation of the City of Gilroy Board, Commission & Committee Member Handbook by City Clerk (PRESENTATION TO 30  Keep discussion focused on the issue at hand.  Solicit opinions from advisory body members. Encourage evaluation of new, tentative, or incomplete ideas. Discourage overly dominant advisory body members from having disproportionate control over the discussion.  Protect advisory body members, staff, and the public from personal attacks.  Provide structure for addressing complicated issues.  For major items, delay analysis and action until the full range of alternatives is on the table.  Attempt to reach decisions expeditiously on action items. At those times when action would be premature, guide discussion toward a timeline or framework for responsible action.  Maintain order and ensure respect for all opinions. 9.1 Packet Pg. 45 Communication: Presentation of the City of Gilroy Board, Commission & Committee Member Handbook by City Clerk (PRESENTATION TO 31 ROLES, RESPONSIBILITIES AND RELATIONSHIPS 9.1 Packet Pg. 46 Communication: Presentation of the City of Gilroy Board, Commission & Committee Member Handbook by City Clerk (PRESENTATION TO 32 9.1 Packet Pg. 47 Communication: Presentation of the City of Gilroy Board, Commission & Committee Member Handbook by City Clerk (PRESENTATION TO 33 ADVISORY BODY ROLES, RESPONSIBILITIES AND RELATIONSHIPS A. COUNCIL-ADVISORY BODY RELATIONSHIP The primary purpose of all advisory bodies is to provide thoughtful advice to the City Council, the elected policy-making body of the City. The advisory body’s role can include hearing public testimony on the Council’s behalf, building community consensus for proposals or projects, reviewing written material, facilitating study of critical issues, guiding the implementation of new or regulating established programs, assessing the alternatives regarding issues of community concern, and ultimately forwarding recommendations to the Council for consideration. There are times when the advisory body’s recommendation will not be sustained or will be modified by the City Council. It is important to recognize this not as a rejection of the integrity of the recommendation, but as an inevitable part of the process of community decision-making. Throughout this process, the form and formality of the relationship between advisory body members and Council Members will vary. Some advisory body members will have regular contact with individual Council Members, while others may serve solely in the group context. This relationship will depend on your advisory body as much as on you and the Council. For example, there are times when the Chair may address the Council formally on behalf of the advisory body, and other times when an advisory body member may meet with a Council Member individually. At all times it is important to aim for clarity and mutual respect for the different responsibilities and roles. Members should avoid discussing the recommendations of the advisory body with individual Council Members once a vote is taken, if it is for the purpose of exerting influence. Written communications from the advisory body to the City Council in sufficient time to be placed on the agenda is the acceptable method of making recommendations to the Council. It is sometimes appropriate for the chair or duly assigned member to be prepared to address the Council, to answer questions from Council pertaining to the recommendations, and to clarify ambiguities. It must be remembered that final authority and responsibility for public policy decision rests with the City Council. The Council has appointed advisory body members as advisors to them. This underlying philosophy makes it improper for an individual advisory body member to try to persuade the Council into the acceptance of a recommendation other than that voted by the majority of the body. The role of an advisory body is to assist the Council in the formation of policy, having been created for the purpose of advising, being a guide to public opinion, and promoting specific projects in the community at large. B. CODE OF ETHICS AND VALUES The City Code of Ethics and Values shall be followed by appointed policy body members inside, and outside of meetings, as representatives of the City. 9.1 Packet Pg. 48 Communication: Presentation of the City of Gilroy Board, Commission & Committee Member Handbook by City Clerk (PRESENTATION TO 34 C. STAFF-ADVISORY BODY RELATIONSHIP Staff is assigned by the City Administrator to assist and act in a technical advisory capacity to the advisory body. It is not expected that every staff recommendation will be followed; however, because of the staff’s technical knowledge, full consideration should be given to their recommendation. Just as the advisory body is held accountable to the City Council, so is the staff to the City Administrator. After the staff makes a report or recommendation to an advisory body (which recommendation may or may not be followed), they are at liberty to make the same recommendation to the City Council through the City Administrator, even though the advisory body may have taken a different position. The staff has been employed by the manager to provide technical guidance. Staff members make objective recommendations without consideration of personal or political consequences. Failure of a staff member to provide service to the advisory body as directed by the City Administrator is basis for complaint to be brought to the attention of the City Administrator. Since staff personnel are directly responsible to the City Administrator, it is his/her responsibility alone to allocate their time and resources in the interest of the total city government. The relationship of the advisory body and staff is an active and continuous one. Both advisory body members and staff are motivated by the shared goal of furthering the City’s best interests. Yet, while the goal is shared, there are times when the approach and responsibility toward implementing the goal can be different. Because the distinctions in responsibility are not always explicit, cultivating a balanced understanding of your role is essential. The interaction need never be adversarial, but rather can promote respect for different perspectives, and appreciation for each other’s strengths. Since the city staff works for and is accountable to the City Administrator, advisory body members should not attempt to direct or decide the priority of work for departments or individual staff persons. Advisory bodies should, however, set priorities for their own agendas in order that staff may best use the time available for the advisory body. An Advisory body’s goals and work programs must be consistent with Council goals. If an advisory body wants to work on items other than Council goals, the advisory body should seek Council concurrence first. In contacting staff on official business, the proper channel is through the advisory body Chair to the staff member assigned to the advisory body. D. STAFF RESPONSIBILITIES Important staff responsibilities include: • Being informed about the latest developments in their field. • Providing background and expressing views to the advisory body on important issues. 9.1 Packet Pg. 49 Communication: Presentation of the City of Gilroy Board, Commission & Committee Member Handbook by City Clerk (PRESENTATION TO 35 • Providing administrative support, including agenda preparation and taking of minutes at meetings. • Maintaining a professional position on all topics. • Helping the advisory body to stay on track and focused. • Interpreting City Council, City department, and relevant state, federal, and international actions and policies. • Alerting advisory body members of possible detrimental actions. • Presenting advisory body recommendations to the City Council. • Describing precedents or operating procedures which affect the decision. E. RELATIONS WITH OTHER BOARDS, COMMISSIONS AND COMMITTEES In areas where there is overlap of jurisdiction between various advisory bodies, it is important that the liaison be aware of the overlap to insure proper consideration of the different viewpoints that may occur, and to minimize duplications or conflicts. Further, joint meetings with the City Council and other advisory bodies and committees may be mutually beneficial whenever two bodies are simultaneously addressing the same topic. If a joint meeting is being considered between advisory bodies, the staff liaisons will assist in logistical considerations to coordinate such a joint meeting. F. CITY CLERK The City Clerk plays an important role for advisory bodies. The City Clerk accepts and maintains applications, processes advisory body appointments, updates membership rosters and bylaws, informational booklets, and yearly attendance records. The City Clerk is also a resource with respect to the Brown Act, Public Records Act, the City Charter, Gilroy Open Government Ordinance, agenda and minutes processes, and meeting procedural questions. The City Clerk is the filing officer for Statements of Economic Interests, and any other required filing as identified by the City Council and the State. G. CITY ATTORNEY The City Attorney is a resource for understanding compliance with the Brown Act, Public Records Act, the City Charter, the Gilroy Open Government Ordinance, and agenda legality issues, meeting process questions, and conflict of interest determinations. Staff liaisons will coordinate an assistance requested of the City Attorney. 9.1 Packet Pg. 50 Communication: Presentation of the City of Gilroy Board, Commission & Committee Member Handbook by City Clerk (PRESENTATION TO 36 9.1 Packet Pg. 51 Communication: Presentation of the City of Gilroy Board, Commission & Committee Member Handbook by City Clerk (PRESENTATION TO 37 IMPOSED RESTRAINTS 9.1 Packet Pg. 52 Communication: Presentation of the City of Gilroy Board, Commission & Committee Member Handbook by City Clerk (PRESENTATION TO 38 9.1 Packet Pg. 53 Communication: Presentation of the City of Gilroy Board, Commission & Committee Member Handbook by City Clerk (PRESENTATION TO 39 IMPOSED RESTRAINTS Certain limitations have been placed upon the powers of both the City Council and its appointed advisory bodies by both statutory and case law. In certain instances, application of these restraints may be crucial in the governmental process. In instances of doubt, the City Attorney’s opinion should be sought. Staff liaisons will coordinate an assistance requested of the City Attorney. A. CONFLICT OF INTEREST As specified in state law, it is illegal for an advisory body member to have an interest in any contract, sale, purchase, finding or transaction in which the member is involved in an official capacity. Conflict of interest may disqualify the advisory body member and invalidate any advisory body action where such conflict exists. Any interest, whether personal, private or general that would tempt an advisory body member to act in any manner other than the best public interest should be examined and official action accordingly restricted. An interest that is common to all similarly situated persons is not disqualifying to an action. B. PUBLIC RECORDS LAWS The Public Records Act found in the Government Code of the State of California and the Gilroy Open Government Ordinance provides that categories of official records of the city are open to inspection to any interested party at reasonable times. Exceptions to this law are only those records specified in the Act and Gilroy Open Government ordinance, such as records relative to legal action in which the City is a party. All advisory body minutes, agenda, open session audio records and supporting meeting documents, are public records that must be disclosed. C. THE BROWN ACT & GILROY OPEN GOVERNMENT ORDINANCE The Ralph M. Brown Act is law which provides that no city advisory body shall hold any meeting at which action is taken other than at a duly called and regularly held meeting, notice of which is provided by agenda or by adjournment of a prior meeting. A “Meeting” takes place whenever a quorum is present and official business is considered. An agenda for each meeting must be posted at least 72 hours in advance for regular advisory body meetings, and 24 hours for special meetings. Advisory body members are permitted to socialize in a non- meeting setting but must refrain from discussing any advisory body business. Care should be taken to make sure that if a quorum of an advisory body is gathered at a public or private place, no public business is discussed and that the gathering will not be interpreted as a meeting. If a member discusses a 9.1 Packet Pg. 54 Communication: Presentation of the City of Gilroy Board, Commission & Committee Member Handbook by City Clerk (PRESENTATION TO 40 matter with a majority of other members, one at a time or in small groups, outside of the public meeting, it will constitute a “Serial Meeting” and will violate the Act. Care should also be taken with regard to emails. Never select “Reply All” to an email to all advisory body members, or forward an email sent to you by one advisory body member to another advisory body member as that could constitute a quorum, and would violate the Act. D. DISCRIMINATION AND EQUAL PROTECTION All rules, regulations, laws, services and facilities must apply equally to all persons, and not give favor to any segment of the community. Similarly, all laws and ordinances of the city must afford equal protection to all facets of the community, unless the purpose of a city action requires special classification of the community. E. DUE PROCESS All governmental procedures and process must allow an affected party a right to be heard, and to present controverting fact or testimony on the question of right in the matter involved. Unfair determinations, such as bias, predetermination, refusal to hear, etc., may invalidate actions. F. REASONABLENESS Every action of municipal government must be reasonable, or otherwise stated, not arbitrary or capricious, or lacking in substantial evidence. G. USE OF PUBLIC PROPERTY Public property, equipment and facilities may not be used for private or personal purposes. Facilities, equipment and supplies are provided by the city but are limited to use in official functions only. H. CONFLICT OF INTEREST CODE: DISCLOSURE REQUIREMENTS Individuals serving on the Planning Commission, Building Board of Appeals, Parks and Recreation Commission, Historic Heritage Committee and the Physically Challenged Board of Appeals must file a Statement of Economic Interest with the City Clerk to disclose personal interests in investments, real property and income. This is done within 30 days of appointment date and annually thereafter. The Conflict of Interest Code has been established and adopted by the City Council pursuant to the California Fair Political Practices Act (Government Code Section 87300 et seq.). Copies of the code are available from the City Clerk. 9.1 Packet Pg. 55 Communication: Presentation of the City of Gilroy Board, Commission & Committee Member Handbook by City Clerk (PRESENTATION TO 41 I. USE OF CITY EMAIL All appointed City advisory body members will be assigned a City email account to conduct all city related email communication. These communications are public records, and as such must be maintained on the city servers. All City emails are subject to the Public Records Act and you may only use your City email to conduct City business as an advisory body member. Please do not forward or reply to a City email from your personal email address. Once your term on the advisory body is over, your City email will be terminated. As noted under the Brown Act section of this handbook, care should be taken with regard to emails. Never select “Reply All” to an email to all advisory body members or forward an email sent to you by one advisory body member to another advisory body member since that could constitute a quorum. All questions and concerns should be directed to the Chair and staff liaison. 9.1 Packet Pg. 56 Communication: Presentation of the City of Gilroy Board, Commission & Committee Member Handbook by City Clerk (PRESENTATION TO ARTS AND CULTURE COMMISSION STAFF REPORT Agenda Item Title: Gilroy Museum's Annual Presentation and Commission Approval to Transfer Funds to Museum Meeting Date: May 14, 2019 Submitted By: Adam Henig Prepared By: Adam Henig Recommendation: It is recommended the Arts and Culture Commission approve to recommend to the City Council to transfer the interest accumulated ($571.77) from the “Museum Trust Fund” to the “801 Fund” in order for the Museum to continue its mission to preserve and protect the City’s historical collection. Executive Summary The City of Gilroy Museum will make its annual presentation to the Arts and Culture Commission, highlighting its year’s achievements as well as provide an overview of its general operations. In addition, the Museum will seek approval from the Commission to recommend to the City Council to transfer the interest accumulated, $571.77, from the “Museum Trust Fund” to the “801 Fund” in order for the Museum to continue its mission to preserve and protect the City’s historical collection. Attachments: 1. Museum 2018-19 PowerPoint Presentation 2. Gilroy Historical Society - Museum Services License Agreement (2019) 3. Gilroy Museum - Page 1 of Trust Agreement 4. Gilroy Museum - Page 2 of Trust Agreement 5. Museum Endowment Trust 06302018 6. Letter from Gilroy Historical Society 10.A Packet Pg. 57 5/1/2019 1 •1958: The basement of the 1910 Gilroy Free Public Library is completed for use as a community room, and initially is used to house an ad hoc Gilroy history display, which takes over the basement. •1963: The Gilroy Historical Museum is recognized as a City entity with paid City staff. •1975: The Gilroy Library moves to its current location. The Gilroy Historical Museum expands into the rest of the original library building. •1985: A Long Range Planning Task Force is organized by the City of Gilroy. •This task force established the mission statement and working documents that govern the operation of the Gilroy Historical Museum. Operation responsibility was given to the Gilroy Parks and Recreation Division with the Library and Culture Commission (now the Arts and Culture Commission) acting as bureaucratic oversight. •2000: The name of the Gilroy Historical Museum was changed to the Gilroy Museum. •2007: Creation of the Gilroy Museum Endowment Trust with the Gilroy Historical Society named as the Special Advising Trustee. Funds for this trust are generated by the sale of de-accessioned artifacts. •2009: Paid staff is laid off. A verbal agreement between the City and the Gilroy Historical Society to keep the museum open for two days a week with City of Gilroy Volunteers is reached. •2019: A formal written agreement between the City and the Society is reached. 10.A.a Packet Pg. 58 Attachment: Museum 2018-19 PowerPoint Presentation (2180 : Gilroy Museum's Annual Presentation and Commission Approval to Transfer 5/1/2019 2 Open Tuesday and Thursday and First Saturday of the month Research Historical Displays School Tours/Talks Walking Tours Open to the public for 115 days 27 Active Volunteers worked 2,305 hours 588 Daily Visitors 341 Organized Tour Visitors 929 Total Museum Visitors 4 Class Presentations at local schools 136 Walking Tour Participants 10.A.a Packet Pg. 59 Attachment: Museum 2018-19 PowerPoint Presentation (2180 : Gilroy Museum's Annual Presentation and Commission Approval to Transfer 5/1/2019 3 •Projected Income •Sales, Service and Donations 1500.00 •City of Gilroy Budget Allotment 2200.00 •Welcome Center Sales 75.00 •Al and Bunny Filice Endowment 545.00 •Total Income 4320.00 •Projected Expenditures •Office Supplies 350.00 •Display Supplies/Reproduction 310.00 •Archival Supplies 550.00 •Service Charges 555.00 •Memberships 55.00 •Events/Outreach 300.00 •Training/Conservation Contractual 2200.00 •Total Expenditures 4320.00 1. Complete the inventory of the museum collection. 2. Utilize City of Gilroy budget allotment for further training opportunities for Gilroy Museum Volunteers, and continue conservation efforts. 3. Complete transfer of family information to a electronic database 4. Complete renovation of the Native American Display 4.Complete disposal of de-accessioned artwork and furniture 5.Prepare for Gilroy’s Sesquicentennial Celebration 10.A.a Packet Pg. 60 Attachment: Museum 2018-19 PowerPoint Presentation (2180 : Gilroy Museum's Annual Presentation and Commission Approval to Transfer 5/1/2019 4 10.A.a Packet Pg. 61 Attachment: Museum 2018-19 PowerPoint Presentation (2180 : Gilroy Museum's Annual Presentation and Commission Approval to Transfer Agreement with the Gilroy Historical Society regarding the City of Gilroy Museum This GIL,ROY MUSEUM AGREEMENT (the "Agreement") is hereby entered into as of January 1, 2019, by and between the City of Gilroy ("Licensor") and the Gilroy Historical Society ("Licensee"), a 501 (c)(3) non-profit organization. Licensee is comprised of a group of individuals interested in preserving the history of the City of Gilroy and its surrounding area, and the continued public access to the historical collection and resources located at the Gilroy Museum. Licensee donates a portion of its yearly monies to the support of the annual program and supplies budget for the Gilroy Museum. Licensor seeks to provide a revocable agreement for Licensee to use space owned by Licensor to sell items for the purpose of Museum support, as well as recruit and schedule City of Gilroy volunteers for Museum operation and provide for Museum management so that the public may have access to City historical resources, information, and the over 25,000 artifacts located in the Gilroy Museum collection. Licensor hereby gives to Licensee a non -transferable revocable license. The agreement is subject to the terms set forth herein, for the use and right to sell items for the support of the Gilroy Museum in an area to be designated by Licensor at Licensor's real property located at 195 Fifth Street in Gilroy, California 95020 (the "Gilroy Museum"). Licensor also hereby gives to Licensee permission to recruit and schedule City of Gilroy volunteers for Museum operation and provide for Museum program oversight so that the public may have access to City historical resources, information, and over 25,000 artifacts located in the Gilroy Museum collection. 1. Limited Term of Use This agreement may be reviewed and renewed annually by either the Licensor or Licensee. The Term of the license will begin January 1, 2019 and will automatically terminate on December 31, 2022. The license and this Agreement may be terminated prior to the end of the Term by mutual written agreement of the parties or upon 30-day written notice by either party. 2. Licensee Covenants. Licensee agrees, at its sole costs and expense, to do the following: Provide Museum services at the Gilroy Museum location during operating hours Tuesday and Thursday 10:00 a.m. to 4:00 p.m. and the first Saturday of the month from 10:00 a.m. to 2:00 p.m. as well as at additional mutually agreed upon times for Museum or co -sponsored city events; 4811-4819-1832v1 ALF104706083 10.A.b Packet Pg. 62 Attachment: Gilroy Historical Society - Museum Services License Agreement (2019) (2180 : Gilroy Museum's Annual Presentation and The Licensee will continue to recruit City of Gilroy volunteers to keep the Museum open to the public. Said volunteers will submit a City of Gilroy Volunteer application and complete the Department of Justice (DOJ) fingerprinting process. The Licensee will require that volunteers are scheduled and trained in accepted museum practices. Volunteers are required to adhere to the City of Gilroy volunteer practices and established museum practices and policies; Volunteers may be present as scheduled during hours of non-public operation for completion of museum projects and meetings, museum displays and trainings. If there are sufficient volunteers, the Licensee would like to increase the Museum operating hours, particularly on Saturdays. Changes to the Museum's public hours are subject to the approval of the Recreation Director or their designee and must be submitted by the Gilroy Historical Society in writing; Facilitate meetings with Licensor and work together in good faith to ensure the quality of services delivered; Responsible for making an annual report to the Arts and Culture Commission on the operation of the Gilroy Museum; Responsible for providing the annual budget for museum programs and supplies and may furnish appropriate gift items for sale at the museum for the purpose of fundraising; Monetary donations contributed at the Gilroy Museum will be documented and deposited with the Licensee to be used for the benefit of the museum programs, supplies, and the collection; Continue to pay for content support and upgrades to Past Perfect, the specialized museum software that maintains and updates the record of museum artifacts; Maintain the microfilm equipment and films including repair, replacement, or conversion to an equivalent service or tool; The Licensee has established its own endowment fund with the Gilroy Foundation. Only the annual interest income is available to the Licensee, and the Licensee has chosen to reinvest the income to grow the fund. The Licensee intends to eventually use the fund's annual income to hire a part-time Museum Director on a contractual basis. The Licensee and the Licensor, as part of volunteer recruitment will promote museum volunteers and museum programs through the City of Gilroy Recreation Activity Guide and their respective websites, newsletters, and social media outlets; Create Museum emails, letters, flyers and schedules for publicity and Museum volunteers as needed. Any museum flyers or promotional material should be reviewed and approved by City staff before distribution. This includes all events taking place at the museum and flyers or announcements with the City of Gilroy logo on it. Maintain and ensure the public areas of the Gilroy Museum are clean and free of debris. 4811 A819-18320 ALF104706083 10.A.b Packet Pg. 63 Attachment: Gilroy Historical Society - Museum Services License Agreement (2019) (2180 : Gilroy Museum's Annual Presentation and 3. Licensor Covenants. Licensor agrees, at its sole costs and expense, to do the following: Provide the Gilroy Museum building, landscaping, garbage collection, electricity, internet service, burglar alarm, telephone and telephone line, air conditioning and heat; Provide facility repair and maintenance, and weekly custodial services in the lavatory area including basic restroom and cleaning supplies; Provide a staff liaison responsible for all museum matters including City volunteers, facility repair requests and other necessary functions. Provide Wi-Fi and technology services including City networked equipment three computers, monitors, printers, and one copy machine), software and information technology support for the software programs, computer hardware and disk storage space for archival collection storage and information back-ups; Provide the volunteers with Workmen's Compensation insurance for any injuries incurred while volunteering, just as they do for other City volunteers; Provide a public meeting space at the Gilroy Museum once a month for Gilroy Museum Management meetings; Advertise special events in the City of Gilroy Recreation Activity Guide or the City's social media outlets; Provide tables and chairs to support special events; Licensor and Licensee agree that the Gilroy Museum Endowment Trust Agreement is appended to this document and is incorporated herein. 4. Indemnification. To the fullest extent permitted by law, Licensee agrees to defend, through counsel approved by Licensor (which approval shall not be unreasonably withheld), indemnify and hold harmless Licensor, its officers, representatives, agents and employees against any and all suits, damages, costs, fees, claims, demands, causes of action, losses, liabilities and expenses, including without limitation attorneys' fees, arising or resulting directly or indirectly from any act or omission of Licensee's assistants, employees or agents, including all claims relating to the injury or death of any person or damage to any property. 5. Insurance. Licensee agrees to, at no cost to Licensor, obtain and maintain throughout the term of this Agreement Commercial Liability Insurance on a per occurrence basis, including coverage for owned and non -owned automobiles, with a minimum combined single limit coverage of $1,000,000 per occurrence for all damages due to bodily injury, sickness or disease, or death to any person, and damage to property, including the loss of use thereof. As a condition precedent to Licensor's obligations under this Agreement, Licensee will furnish 48114819-18320 ALF104706083 10.A.b Packet Pg. 64 Attachment: Gilroy Historical Society - Museum Services License Agreement (2019) (2180 : Gilroy Museum's Annual Presentation and written evidence of such coverage (naming Licensor, its officers and employees as additional insured on the Comprehensive Liability insurance policy via a specific endorsement) and requiring thirty (30) days written notice of policy lapse or cancellation, or of a material change in policy terms. 6. Assignment. Licensee may not assign, transfer or encumber this Agreement or the License, nor grant any other right of use or occupancy of the Property by any party other than Licensee without the prior written consent of Licensor, which may be withheld in Licensor's sole and absolute discretion. 7. Miscellaneous. a. If any term or provision of this Agreement shall, to any extent, be invalid or unenforceable, the remainder of this Agreement shall not be affected, and each term and provision of this Agreement shall be valid and enforced to the fullest extent permitted by law. This Agreement may be modified only in writing by Licensor and Licensee. b. This Agreement and the rights and obligations of the parties shall be interpreted, construed, and enforced in accordance with the laws of the state of California. c. Notwithstanding anything to the contrary contained in this Agreement, the expiration or revocation of this Agreement shall not relieve Licensee from Licensee's obligations accruing prior to the expiration or revocation and such obligations shall survive any such expiration or revocation. d. The person signing this Agreement on behalf of Licensee represents and warrants that he or she is duly authorized and has legal capacity to execute and deliver this Agreement. IN WITNESS WHEREOF, Licensor and Licensee have executed this Agreement as of the day and year first above written. Gabriel A. Gonzalez Date City Administrator City of Gilroy Licensor 4811.4819-18320 ALF104706083 10.A.b Packet Pg. 65 Attachment: Gilroy Historical Society - Museum Services License Agreement (2019) (2180 : Gilroy Museum's Annual Presentation and Date Historical Society Licensee Approved as o form: City Attorney Attest: r\\, (P,, City -lie 4811-4819-18320 ALF104706083 10.A.b Packet Pg. 66 Attachment: Gilroy Historical Society - Museum Services License Agreement (2019) (2180 : Gilroy Museum's Annual Presentation and 10.A.c Packet Pg. 67 Attachment: Gilroy Museum - Page 1 of Trust Agreement (2180 : Gilroy Museum's Annual Presentation and Commission Approval to Transfer 10.A.d Packet Pg. 68 Attachment: Gilroy Museum - Page 2 of Trust Agreement (2180 : Gilroy Museum's Annual Presentation and Commission Approval to Transfer 10.A.e Packet Pg. 69 Attachment: Museum Endowment Trust 06302018 (2180 : Gilroy Museum's Annual Presentation and Commission Approval to Transfer Funds 10.A.f Packet Pg. 70 Attachment: Letter from Gilroy Historical Society (2180 : Gilroy Museum's Annual Presentation and Commission Approval to Transfer Funds to ARTS AND CULTURE COMMISSION STAFF REPORT Agenda Item Title: Approve Arts and Culture Commission Presentation Dates to City Council Meeting Date: May 14, 2019 Submitted By: Adam Henig Prepared By: Adam Henig Recommendation: It is recommended that the Art and Culture Commission motion to approve two of three available dates for their annual presentation to City Council for 2019. The City Clerk will select the final date. Background Every year the commission delivers a presentation to City Council to provide an update on their past activities and accomplishments as well as to share their vision and work plan for the next 12 months. Discussion Last year, the Public Art Committee and Arts & Culture Commission combined their presentation to City Council. Led by each of the chairs, each group presented their section of the presentation. The Committee and Commission will again present together. When the Public Art Committee met in April, they narrowed the available presentation dates to three. The options are:  Monday, June 17, 2019  Monday, July 1, 2019  Monday, August 19, 2019 The Arts & Culture Commission is tasked to narrow it down to two dates. These recommended dates will be forwarded to the City Clerk, who will select the final date. The presentation to City Council should include the following information: 10.B Packet Pg. 71 1. The annual work plan accomplishments 2. New work plan for the 2019-2020 fiscal year 3. Training & business card requests ($1,000 is budgeted for each Advisory Body) 10.B Packet Pg. 72 ARTS AND CULTURE COMMISSION STAFF REPORT Agenda Item Title: Finalize and approve 2019 Arts and Culture Commission Work Plan Meeting Date: May 14, 2019 Submitted By: Adam Henig Prepared By: Adam Henig Recommendation: Approve 2019 Arts and Culture Commission Work Plan that was developed at the March commission retreat. Executive Summary During the March 12, 2019 annual retreat, the Arts and Culture Commission discussed and drafted a work plan to be completed within the calendar year. The Commission is tasked with approving the work plan, which should be aligned with City Council’s goals. Below are the proposed City Council goals for 2019 (will be formally adopted on June 3, 2019 at Council meeting): 1. Ensure Financial Stability 2. Enhance Public Safety Capabilities 3. Revitalize Downtown 4. Focus on Revenue Driven Economic Development 5. Retain Stability in the City’s Workforce 6. Provide Opportunities for Meaningful Public Engagement 7. Ensure Neighborhoods Benefit Equally from City Services 11.A Packet Pg. 73 Attachments: 1. Arts and Culture Commission Work Plan as of 3.14.2019 2. Arts and Culture Commission Special Meeting Notes 3 -12-19 11.A Packet Pg. 74 March 14, 2019 Arts and Culture Commission 2019 Work Plan PROJECT PROCESS/KEY TASKS DELIVERABLES IN NEXT 12 MONTHS Increase Visibility of Arts and Culture Commissioners  Wear ACC badge when attending arts and culture related events in Gilroy  Introduce yourself and inform public about the Commission Track number of events commissioners attend Art and Cultural Award Develop award criteria Present award beginning in Fall 2019 on a quarterly basis 150th Anniversary Logo Contest Develop contest criteria Reach out to community to encourage entries  Facilitate logo contest  Select a winner for each of the three categories at August regular meeting. 11.A.a Packet Pg. 75 Attachment: Arts and Culture Commission Work Plan as of 3.14.2019 (2187 : Finalize and approve 2019 CITY OF GILROY ARTS AND CULTURE COMMISSION (“In partnership with City Council, the Arts & Culture Commission promotes the Arts in the Gilroy community.”) SPECIAL MEETING MARCH 12, 2019 6:00 p.m. Senior Center Meeting Room 7371 Hanna Street Gilroy, CA 95020 MINUTES 1 I. CALL TO ORDER The Arts and Culture Special meeting was called to order by Chair Kissa at 6:05 PM. II. RETREAT BUSINESS 1. Discussion of City of Gilroy's 150th Anniversary Celebration Logo Timeline: Contest to run May 1, 2019 to August 2, 2019 by 5PM (digital/hard copy) Categories: Elementary (K-5), Secondary (6-12), Adult (18+) Prize: -Reach out to Mayor / Public Recognition (Wendy Sue & Marika) -Michaels for Sponsor / donations of frames (Maricela) Info: All submissions will be public record and can be displayed Outreach: Wendy Sue-Gilroy Arts Alliance, Library /Special Event Nancy-Moya Arts Marika-GUSD, Gavilan College, Chamber of Commerce, Downtown Business Association, Welcome Center Maricela-Private Schools, Leedo’s Restaurants High School Representatives (Paetra-CHS & GECA Representative Adam-Museum Flyer: 11.A.b Packet Pg. 76 Attachment: Arts and Culture Commission Special Meeting Notes 3-12-19 (2187 : Finalize and approve 2019 Arts and Culture Commission Work 2 Adam will distribute to Commission draft of flyer with City Logo. Suggested to list Museum information (Hours of operation/tour dates) to give contestants inspiration for Log as to Gilroy’s History. 2. Update the Arts and Culture Commission Strategic Plan The Commissioners requested Kevin Heath make an annual presentation regarding Gilroy Arts Alliance. First presentation requested for May. 3. Develop 2019 Arts and Culture Commission Work Plan 150th Anniversary Logo Contest - September 2019 Arts and Cultural Award - Fall 2019 Increase Arts and Culture visibility - Commissioners attend local events and promote Commission III. ADJOURNMENT Special meeting was adjourned by Chair Kissa at 7:55 PM. Vanessa Arteaga, Recreation Department Recording Secretary 11.A.b Packet Pg. 77 Attachment: Arts and Culture Commission Special Meeting Notes 3-12-19 (2187 : Finalize and approve 2019 Arts and Culture Commission Work ARTS AND CULTURE COMMISSION STAFF REPORT Agenda Item Title: Fiscal Year 2019 Training Budget Expenditures Meeting Date: May 14, 2019 Submitted By: Adam Henig Prepared By: Adam Henig Recommendation: Motion and approve any Arts and Culture Commission related training expenditures. · Spent: o Commission Business Cards - $19.69 · Other ideas for training: o Bay Area Arts Council o S.V. Creates o California Arts Council o Northern California Grant makers o Western States Arts Federation o California Alliance for the Arts Education Americans for the Arts o Arts Council Silicon Valley 11.B Packet Pg. 78 Monthly Center Update: Arts & Culture Commission March & April 2019 After School Youth Art Programs: Classes resumed February 4, Grades K – 12 are included. Classes are in four week segments through May. Classes have been well attended and received rave reviews from kids and parents. We will be adapting this format for our Summer of Art program. For more information on the classes, please go to our website www.gilroycenterforthearts.com Limelight Performances: “The Velocity of Autumn” ran February 22 through March 23. Shows sold out and the production was a “recommended production” by Theatre Bay Area in San Francisco. Limelight continues to be noticed and recommended by the SF organization, which is a respected organization in the Bay Area Theatre Community. Audience reviews were stellar. Audiences thanked us at each performance for bringing string, quality productions to Gilroy. Thank you to Commissioner Barbara Bottini for volunteering at performances and for attending events at the Center! Rehearsals for the next show, “Belles: The Reunion” have begun. Youth Art Exhibit 2019 March 9 – April 20. Our “every other year” Youth Art Exhibit returned in March. Local young artists ages 5 – 17 entered with over 100 pieces. Local Artists Katherine Filice and Tim Filice were our judges. The exhibit was a learning experience for the children, as well as a chance to proudly display their talent for all to see. The exhibit was managed by GAA board member Sheryl Cathers, for the first time. She did an outstanding job. 2019 Gilroy Art & Wine Stroll April 13 was our 8th year of participating in the Art & Wine Stroll. We partnered with the Gilroy Downtown Business Association again this year. This year there was no committee and we were the only check in location. Turn out was low, but the artists did well. Veterans Art Exhibit 2019 April 27 – May 25. Reception May 4. Our newest exhibit is a first for the Center. We have partnered with Operation Freedom Paws to create an exhibit focused on veterans who are artists, and artists who create military related art. The exhibit has had a popular response from multicultural artists with a variety of genres. Managed by GAA board member Rachel Perry. Beautiful California Photo & Art Exhibit 2019 June 1 – July 3. Reception June 8. We are still accepting art for this exhibit. An application can be found on our website. Our 2019 calendar is on our website. For more information, go to www.GilroyCenterForTheArts.com, or feel free to email me at kevingilroyartsalliance@gmail.com with questions. Thank you! Submitted 04.25.19 Kevin Heath, Executive Director, Gilroy Center for the Arts 13.A Packet Pg. 79 Communication: Gilroy Arts Alliance Report (GILROY ARTS ALLIANCE UPDATE) ARTS AND CULTURE COMMISSION STAFF REPORT Agenda Item Title: Recreation Staff Report Meeting Date: May 14, 2019 Submitted By: Adam Henig Prepared By: Adam Henig Recommendation: Receive and comment. On April 27, 54 students between the ages of 8 and 17 years old tried out for the summer theater production, Wizard of Oz. The performance will occur in mid-July at the Gilroy High School Theater. The director is Colleen Blanchard, who has also directed other productions including Singin’ in the Rain. The Mary Poppins, Jr. production was a big hit with residents. Hundreds of families watched the 50-person cast perform the classic Disney story. The 2019 Summer Activity Guide is now available. It features classes, camps, and programs for all ages and all interests. Staff is currently working on the first draft of the 2019 Fall Guide, which will be published in late July. Lots of cultural art classes are included in the current guide such as Polynesian dancing, Aztek dancing, Zumba, and keyboarding. On Saturday, April 28, the annual Kids Discover Art event was held at San Ysidro Park, the first time it was held at that location. Nearly 350 youth participated in workshops that featured 14 volunteer artisans. Along with cooperative weather, the event was a success! 14.A Packet Pg. 80