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HomeMy WebLinkAboutJHC BylawsAdvisory Body Handbook September 21, 2021 City of San Luis Obispo 53 | P a g e H. Jack House Committee Bylaws (T/SP) ARTICLE 1. PURPOSE The Jack House and Grounds were deeded to the City of San Luis Obispo on March 10, 1975. In accepting the deed, the City agreed to appoint a committee of seven (7) members to advise the Council on the House and Grounds. The Jack House Committee (JHC) is charged with the responsibility to advise the City Council on matters concerning facility use, fees and charges, capital improvements, and any other item affecting the House and Grounds. ARTICLE 2. COMMITTEE MEMBERSHIP The grant deed requires that persons with “special expertise” fill four (4) of the seven (7) seats on the Jack House Committee as follows: 1. A representative of the San Luis Obispo County History Center. 2. One member of the faculty, current or retired, of California Polytechnic State University College of Architecture and Environmental Design, preferably an architectural historian. 3. One member of the horticulture or landscape architecture faculty, current or retired, of California Polytechnic State University. 4. A member of the San Luis Obispo Parks and Recreation Commission. The City Council has resolved that due to these special conditions and requirements, members with this special expertise may serve terms of undetermined length, the choice being left to individual Committee members. The remaining three (3) Committee members are required to be residents and registered voters of the City of San Luis Obispo. They shall serve four-year terms, with a maximum of eight years. The coordinator of the volunteer docent group shall serve as ex-officio (non-voting) Jack House Committee member and shall not count toward a quorum. ARTICLE 3. MEETINGS 1. The Committee shall hold a regular meeting each month but not less than ten (10) times a year. 2. Meetings will be held at 5:30 p.m. the second Wednesday of each month. 3. The Committee meetings shall be open to the public and shall be held at the Parks and Recreation Department Office, the Jack House or any other previously announced locations at specific times as required by California law. 4. A quorum is the majority of the total number of established members of the committee. Advisory Body Handbook September 21, 2021 City of San Luis Obispo 54 | P a g e 5. All actions of the Committee shall be decided by a majority vote or consensus and shall be directed through the Committee Chair. 6. Minutes of each meeting shall be forwarded to the City Council and be available as a public record. 7. The Chairperson or any three members of the Committee may call a special meeting provided a week’s prior notice is given in writing to each member. 8. All Committee meetings shall be conducted according to Robert’s Rules of Order. 9. Except for the ex-officio member (who serves as the coordinator of the volunteer docent group), all Committee members shall vote. 10. Any Committee member with a declared conflict of interest shall not vote on or participate in any discussion of any item or in any manner attempt to influence the decision on that item. The member with such conflict shall remove himself/herself from the room until such discussion has concluded. ARTICLE 4. SUBCOMMITTEES Subcommittees consisting of less than a quorum of the Committee shall be appointed, as needed, by the Chairperson. Subcommittees shall convene for a specific purpose, study or project and shall have a limited term, not-to-exceed 12 consecutive months. Study subcommittees may include non-Committee members who shall have no voting power. ARTICLE 5. OFFICERS 1. The officers shall be a Chairperson and a Vice-Chairperson who shall be elected at the Committee meeting in April for two-year terms. Special elections for Chair or Vice Chair shall be held at the first meeting following the unscheduled resignation of an officer, or other reason for an officer position to become vacant. 2. The Chairperson shall preside over all meetings of the Committee, assist in preparing all meeting agendas and perform such duties as directed by the Committee. 3. The Vice-Chairperson shall serve in the absence or incapacity of the Chairperson. ARTICLE 6. STAFF The Director of Parks and Recreation or designee is the staff liaison to the Jack House Committee. The Director may designate such other staff as is necessary to provide support to the Committee. The Director of Public Works should designate a Public Works staff representative for both the house (building maintenance) and the garden (parks maintenance). The Committee shall receive notification if there are any changes to staff representation. Advisory Body Handbook September 21, 2021 City of San Luis Obispo 55 | P a g e The Committee shall support volunteer opportunities via a docent program for the historic Jack House and gardens through the use of volunteers serving as tour guides of the historic home, gardens, exhibitions and special tours. The ex-officio (non-voting) Jack House Committee member shall serve as the coordinator of this volunteer group in accordance with best management practices for volunteer guides of historic sites. ARTICLE 7. AMENDMENTS Prior to May 1, in each odd number year, these by-laws shall be reviewed by the Committee. By- law amendments shall be submitted for Council approval by an affirmative vote of the members present at a regular meeting of the Committee, provided such amendments shall have been discussed by the Committee on the agenda of at least two meetings prior to the vote. The members shall receive the proposed amendments in writing at least ten days (10) prior to the first meeting.