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Home My WebLink AboutItem 01 Museum Committee Interviews AGENDA ITEM SUMMARY Meeting Date: 9/3/2019 Meeting Type: Work Session Staff Contact/Dept.: Madeline McGraw/Museum Staff Phone No: 541-726-3677 Estimated Time: 45 Minutes 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: MUSEUM ADVISORY COMMITTEE APPLICANT INTERVIEWS ACTION REQUESTED: Review applications for five candidates for positions on the Museum Advisory Committee. Interview candidates per requirement and make recommendation to appoint or not to appoint. ISSUE STATEMENT: In response to City Council’s decision for boards, commissions, and committees to have nine members, the Museum Committee opened recruitment for five new positions, increasing the Committee from four to nine members. The 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; and approving Museum policies. ATTACHMENTS: ATT1: Springfield Museum Committee Charge ATT2: Springfield Museum Committee By-laws ATT3: Springfield Museum Committee current roster ATT4: Puyat, Tara Application ATT5: Auxier, Matthew Application ATT6: Houde, Carolyn Application ATT7: Fribley, Jenna Application ATT8: Glass, Sarah Application ATT9: Museum Committee interview questions and schedule DISCUSSION/ FINANCIAL IMPACT: In response to a posting that closed August 12, 2019, two applications for the Museum Committee were received from Tara Puyat and Matthew Auxier. The posting was opened again to allow for more applications and three additional applications were received from Carol Houde, Jenna Fribley, and Sarah Glass prior to the closing date on August 23, 2019. After review of the candidates’ application and completion of the interviews, if the Council finds all of the current applicants eligible and qualified for the committee, they will need to appoint all five applicants to three year terms (October 1, 2019-December 31, 2023). 03/2018 MUSEUM COMMITTEE CHARGE The Springfield Museum Committee was formed to support the Springfield Museum Curator. It is responsible for making recommendations for Museum exhibits and programs; assisting with implementation of exhibits and special events; assisting with community outreach and publicity; and approving Museum policies. Source of existence: Council Bylaws: Yes Code: No Sunset Date: Determined by Council Membership Number: 9 In City: Majority Out of City: Minimal Terms (2 max): 3 Years Ward: No Qualifier: Skills, abilities, knowledge which foster the mission of the committee Appointed By: Council application Meeting Time: TBD Funding Source: General Fund Staff Liaison: Museum Curator Council Liaison: Mayor Lundberg Attachment 1, Page 1 of 1 {00012669:1} Springfield Museum Committee Committee Bylaws 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, and approving Museum policies. Membership and Appointment: The Committee shall consist of nine 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 five or more members. When there is a vacancy, interested parties will complete an application to the City Manager’s Office. The Council will interview all applicants 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 of 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 least 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  New business  Adjournment Attachment 2, Page 1 of 2 {00012669:1} Meetings of the Committee, except as otherwise provided in the Bylaws, are to be conducted according to procedures specified in the ten most recent editions of Robert’s Rules of Order. Amendments to Bylaws: These bylaws may be amended by a vote of two-thirds of the membership and approval of the City Council. Adopted by City Council: ___________________________________ Library Director ___________________________________ Mayor Attest: ___________________________________ AJ Ripka, City Recorder Attachment 2, Page 2 of 2 Springfield Museum Committee 2019 Committee Chair: Adam Howard Term: 3/31/2020 1654 Fairmount Bv. Eugene, OR 97403, Phone: 541-255-8543 adhoward81@gmail.com Jenny Hornby Term: 3/21/2021 329 F Street Springfield, OR 97477 Phone: 573-620-4709 jphornby@gmail.com Mary Beth Phelps Term: 3/31/2020 2260 E Street Springfield, OR 97477 Ph: 620-687-2551 tinybookfort@gmail.com Stacy Roth Term: 3/31/2021 6833 Jessica Drive Springfield, OR 97478 541-953-2282 stacy713@gmail.com Council Liaison: Mayor Christine Lundberg 541-726-3702 mayor@springfield-or.gov Attachment 3, Page 1 of 1 Attachment 4, Page 1 of 2 Attachment 4, Page 2 of 2 elm SPRINGFIELD RECEIVED AUG 1 22019 16r- Lk& Application for a City of Springfield -"IP"--"IP"- Citizen Advisory Board/Commission/Committee OREGON City Manager's Office•225 Fifth Street•Springfield,OR 97477 PLEASE NOTE: When possible,council will not appoint people currently serving on another governing body to the Planning Commission or Budget Committee. When appointing people to any of the other city boards, commissions or committees,the Council shall take into account whether that person is being reappointed for a subsequent term,is currently serving on another governing body or currently appointed to another city board,commission or committee. When possible,the Council will appoint people to serve on one City board, commission or committee only. Board/ Commission/Committee applying for: Museum Committee A separate application must be completed for each board/commission/committee) v Name: 1VTh'i3 Q v^ / LG First SMiddle Initial Last 7 Home address:D"Z S 4 1, Z"4 7 Street CityZip Mailing address: //09 S. Z J/ g/ C%c 7'-f7'7 Street City Zip Day Phone:3 /// 72 3-2(<2 Evening phone: 9` / 72 ,5-2:‹Z Email Address: M, I etV xl e r & `/41,06. fo M Preferred Form ofContact: - EATA;1 Do you live within the Springfield city limits? Zes L> Ifyes,how long? 4/6 r459-Aes 0 No If no, do you live inside Springfield's Urban Growth Boundary? Ward number(City residents only): El Yes No Are you a Springfield property owner? Yes No Are you a Springfield business owner? Yes o Are you a registered voter? Yes No SG/YODL EALfl Z Place of employment/School: / NES " jll Occupation: Business address:S' 3z Si- ___Cj 42,'' o D L r , /Lef ..1".,- f -6 t S o"?G Education: f1G 15 < - f Are you currently serving on any other board,committee,or commission? fI so,please list them here: ND How did you hear about the above vacancy? Newspaper ad Newspaper article Eil Radio/TV Mail notice ik y Word ofmouth n Board/Commission/Committee member 111Internet I I Over,please) For more information please call the City Manager's Office 541.726.3700 Return this application to the City Manager's Office,225 Fifth Street, Springfield Oregon 97477 Printed on Recycled PaperAttachment 5, Page 1 of 2 SPRINGFIELD 6110AiLigamiiiii Application for a City of Springfield Citizen Advisory Board/Commission/Committee OREGON Please print or type: 1. What experiences/training/qualifications do you have for this particular board/commission/committee? e:/c% SC If OC)/ 1).S . fr//,S725r e9 cyi/t' vo z-/Z A DEJ ire- //v i i3 izr /92-40/t4 0 01' C) 4N2) / ,454/ J en? Jr /1l)01)6+_?`ly/ //vim a 4.0 4,/11, k4.13J /Nos7- of 7s2) / C 2. What specific contribution do you hope to make? fel/ ///4 /1-) Alf 145 .S0Zftvy1 -4•4,t fr/if1a / LE /1e. /PIS Ira /7f c',71'f^'s' AN9 .1Ns i2, Old/ CeivAly .-;/ y i>" r v L dw GSE 1.A E Cff4—1E0 av!,e 7,e-/ 231,- >GTXfti' ,?MA-- VIA ` da4 (Ave 47 s9/ .11/4 4- T .Sill,. (6J4/V71- iL CG•v7<L,t l/* 7 71L t://t3C4x1'/ / /1N0 IEC/r/O/V Asif-d/7 I1 WP/ `'c 3. Briefly des6ribe your involvement in relevant community groups and activities.(Lack of previous involvement will not ya,kfrr/ necessarily disqualif'you from consideration.)[ tri', / Vodu4,7(4',2 /fr me 5'16w,Al7S6to //-(1J...r.szi/l YEMSe G7 //lam gc de 4^'4 41.4.,f,12/4". &//;caM,+/ _e ( i'i7 Mi7 4Eft Jee < G,/49-ln/4 i1 J ZC ),/,e-Az /0/,9N n v/sC/'y C1AA,., 4. What community topics concern you that relate to this board/commission/committee?Why do you want to become a member? R/e ..Yeg1/s',4cy 00t //t5' 11 /, f 4/G/9/S AAA /i A9 //f- `.J. ESrEGI4// late,et v,'.A# A /ac q/ f v; 7a/'y ve /SEG vz u-4 o A Acle- 0 7J.&. ,j a'F, 0/vO,E/2 /Wi:e .6/4,7E 494-e" 4-414-41 ,)'1T ,E/ E1 . W'',.,74 J jELG.Kf 9 44Pfrzv/eR fi'9t/ArF /71 /..*s /r•t 6/'169....>1 Iv Jf 7/V vat.60 ,.N pn/6S Car*n 4/.../l 5. Most boards/commissions/committees meet monthly. Subcommittees may meet more frequently.Meetings generally last one and one-half hours. It is highly recommended you attend a meeting before submitting the application. Please read the news release for this position which contains the normal dates and times for these meetings and can be found at www.ci.springfield.or.us/CMO/newsrel.htin. Are you available to attend meetings on the dates listed for this committee? 3(Yes0 No Comments: 77/ ^//3"- 'e t/c/U1 CG")Slie<r9-7.--7 I certify the information in this application and attachments are true and complete to the best of my knowledge. I understand that false or misleadingstatementsormissinginformationiscauseforrejectionofapplication,removal of name from eligible list,or dismissal from the position. I hereby waive myrightstoclaimsordamagesagainstanyemployerand the City of Springfield,its officers,agents,and employees,in regard to this exchange of information.I hereby authorize to permit the City of Springfield and/or the Springfield Police Department to review my background information and if required my DMVrecords.I have reviewed the Advisory and meet the minimum requirements to serve/volunteer in the desired position. I also authorize to permit any materials listed above to be copied and retained by the Ci of Springfield. I authorize the use of my photograph. I will defend,indemnify and hold harmless t City of Springfield,its o leers,employees,and agents from and against all liability or loss and against any and all claims, actions,causes of actions,procee. ngs.gr appeals based up. or arising out of or arising from or in connection with my conduct or performance asavolunteerwiththeCityofSpringfield1u.' but•pot limited da,:age or elyaynb to .• sons or property and including without limitation attorney fees andexpenses;except for losses,claims orfr..t' otn the egli::e City of Springfield. Aim 1 Z1 'Applicant Signature: Arà11llIIiP!r4( , Date: • For more information . e..e c. 1 the City an.ger's ce 541.726.3700 Return this application t. the Ci , anager's Office,225 Fifth Street, Springfield Oregon 97477 Printed on Recycled PaperAttachment 5, Page 2 of 2 Attachment 6, Page 1 of 2 Attachment 6, Page 2 of 2 Attachment 7, Page 1 of 2 Attachment 7, Page 2 of 2 Attachment 8, Page 1 of 2 Attachment 8, Page 2 of 2 Springfield Museum Citizen Advisory Committee City Council Interview September 3, 2019 SCHEDULE/QUESTIONS Schedule (45 minutes) 6:00-6:05pm Council preparation of interview questions for Museum Committee interviews 6:05-6:12pm Interview of Tara Puyat 6:12-6:19pm Interview of Matthew Auxier 6:19-6:26pm Interview of Carol Houde 6:26-6:33pm Interview of Jenna Fribley 6:33-6:40pm Interview of Sarah Glass 6:40-6:45pm Council deliberation Questions 1. Please tell us why you are interested in serving on the Museum Committee? 2. Describe your professional and personal experience as it relates to your desire to become a Museum Committee member. 3. Outside of the monthly Museum Committee meetings (The third Tuesday of each month at 5:30 p.m.), what amount of volunteer time do you have to offer for work involving the Museum Committee? 4. The Springfield Museum has a rotating exhibit space. One of the roles of the committee is to make recommendations for exhibits and programs. Can you give us an example of an exhibit you might recommend for the Museum? 5. Can you give us an example of your experience working with a committee? 6. One of the roles of the Museum Committee is to assist with community outreach and publicity regarding Museum services. Please name one way you would help inform our community about the Springfield Museum. 7. How do you think the work of the Museum Committee will improve our community? Attachment 9, Page 1 of 1