HomeMy WebLinkAboutItem 09 Springfield Museum Committee Bylaws Amendment AGENDA ITEM SUMMARY Meeting Date: 3/5/2018
Meeting Type: Regular Meeting
Staff Contact/Dept.: Emily David/Library Staff Phone No: 541.726.2235
Estimated Time: Consent Calendar
S P R I N G F I E L D C I T Y C O U N C I L Council Goals: Promote and Enhance our Hometown Feel
while Focusing on Livability and Environmental Quality ITEM TITLE: SPRINGFIELD MUSEUM COMMITTEE BYLAWS AMENDMENT
ACTION
REQUESTED:
Amend/not amend the Springfield Museum Committee bylaws so that all applicants
are interviewed by the City Council after which Council will make formal appointments.
ISSUE STATEMENT: The City Council wishes to interview all applicants for the Museum Committee prior to making formal appointments. The Museum Committee bylaws would be
amended to reflect this interview procedural change.
Because the original Museum Committee bylaws did not specify Council’s role in
the amending of the bylaws, there is also a proposed change to this section in
Attachment 1.
ATTACHMENTS: Attachment 1 – Museum Committee Bylaws with Amendments
DISCUSSION/ FINANCIAL IMPACT:
At the January 8, 2018 Work Session, the City Council expressed the desire to change the interview procedure for all City committees and boards so that all
applicants to committees and boards would be interviewed by the City Council
before Council makes formal appointments. The by-laws for the Museum Committee need to be amended to reflect this change. A copy of proposed amended
Museum Committee by-laws reflecting this procedural change for applicant
interviews is attached for the Council to review.
The attached Museum Committee by-laws also propose an amendment to the amendment procedure for the Museum Committee Bylaws to specify Council approval for amendments.
Attachment 1, Page 1 of 2
Committee By-laws: Springfield Museum Committee
Purpose and Objectives: The Springfield Museum Committee is responsible for making
recommendations for Museum exhibits and programs; assisting with implementation of exhibits and
special events; assisting with community outreach and publicity. The Committee is responsible to the
Museum Curator as the representative of the Springfield Museum.
Membership and Appointment: The Committee shall consist of four members appointed and confirmed
by the Springfield City Council, and serve three year terms.
All Museum Committee appointees serve at the pleasure of the City Council. A position shall be vacated
by the Council when the appointee has two or more consecutive unexcused absences from the
committee meetings in any twelve consecutive month period. A Committee member unable to attend
the meeting is required to notify the Curator at the earliest possible date. A quorum at any meeting shall
consist of three or more members.
When there is a vacancy, interested parties will complete an application to the City Manager’s Office.
The Council will the Committee will interview all applicants and make a recommendation to the
Springfield City Council. The Council will then interview the top candidates and make the formal
appointments.
Officers: The one officer of the Committee shall be the chair. Their term of office shall be for one year
coinciding with the calendar year. No officer shall serve more than two consecutive terms. They shall be
elected at the last regular meeting in each calendar year and shall remain in office until their successors
are elected and qualified.
The secretary to the Committee shall be the Springfield Museum Curator. The Curator shall keep a true
and accurate account of all proceedings of the Committee meetings, shall notify members of all regular
meetings, and on the authorization of the chair, of all special meetings, shall have custody of the
minutes and other records of the Committee and shall notify the appointing body of any vacancies on
the Committee.
Meetings: A meeting shall be held once a month, excepting a month to be decided by the Committee.
The date and time will be established by the Committee.
Special meetings may be held at any time at the call of the Curator or at the call of any two committee
members at 48 hours in advance of the special meeting. No business may be transacted at a special
meeting which is not specified in the call for the meeting.
The order of business at all regular meetings of the Committee shall be as follows:
Call to order
Review of the minutes
Report from the Museum Curator
Unfinished business
Attachment 1, Page 2 of 2
New business
Adjournment
Meetings of the Committee, except as otherwise provided in the Bylaws, are to be conducted according
to procedures specified in the then most recent edition of Robert's Rules of Order.
Amendments to By-laws: These by-laws may be amended by a vote of two-thirds of the membership
and approval of the City Council.
Amendments to these by-laws may be proposed at any regular meeting by may become effective only
after a favorable vote at a subsequent meeting. Any of the foregoing rules may be temporarily
suspended by unanimous vote of all the committee members present at any meeting, and the vote on
such suspensions shall be taken by yeas and nays and entered into the official record.
Adopted by City Council: _____________________________
___________________________________
Museum Committee Chair
___________________________________
Mayor
Attest:
___________________________________
Amy Sowa, City Recorder