Memorandum 14-052 Meeting Schedule for the Public Arts Committee

Memorandum 14-052

TO:                       MAYOR WYTHE AND CITY COUNCIL

FROM:                 PUBLIC ARTS COMMITTEE

THROUGH:        RENEE KRAUSE, CMC, DEPUTY CITY CLERK

DATE:                  FEBRUARY 18, 2024

SUBJECT:           MEMORANDUM TO ADVISORY BODIES RE: MEETING SCHEDULES

BACKGROUND

The Public Arts Committee at their regular meeting on February 13, 2014 reviewed and held a discussion on the request from Council to reduce the frequency of meetings in order to save on staff overtime.

Since the Public Arts Committee is only scheduled for quarterly meetings and strives to maintain this meeting schedule and only schedules special meetings as requested and necessary the members agreed by consensus that they should be allowed to continue with no changes such as having to submit for approval to Council any requests for special meetings. Following is an excerpt from the minutes of that meeting.

NEW BUSINESS

A.           Memorandum to Advisory Bodies from the City Clerk Re: Meeting Schedules

Ms. Krause explained the purpose of the memorandum and how it affects this committee regarding the Special meetings. It was noted that they agreed to have quarterly meetings but then there are things that come up so they have been having quite a few special meetings. Discussion ensued on the need to meet more than the scheduled quarterly meetings especially since they had no budgets. It was noted that they would have to meet to form the various selection committees and that might need a special meeting if they cannot have a timely meeting to establish that selection committee.

Chair Newby argued the need for flexibility to have Special meetings when the need comes up such as the various projects.

Discussion ensued regarding the necessity of having more than the regularly scheduled quarterly committee meetings; they have plenty of notice for projects and they can conduct all required committee work at a regular meeting. Since they really do not have a budget there was no justification on having Special Meetings. It was recommended not to have as many special meetings as they have been.

NEWBY/MILLER - MOVED TO RECOMMEND CITY COUNCIL ALLOW THE PUBLIC ARTS COMMITTEE TO CONDUCT SPECIAL MEETINGS ON AN AS NEEDED BASIS WITHOUT THE APPROVAL OF COUNCIL.

There was a brief discussion regarding the need to schedule meetings when the need arises without having to wait the time it would take to have Council approve the special meeting. A perfect example was the Public Hearing for the Art Donation. The Committee felt that they did not abuse the ability to have Special Meetings and only did so as needed.

VOTE. YES. NON-OBJECTION. UNANIMOUS CONSENT.

Motion carried.

               RECOMMENDATION

               Approve the request to be allowed to schedule and hold Special Meetings as required or needed.