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HomeMy WebLinkAbout05-15-15 JHC BylawsBY-LAWS JACK HOUSE COMMITTEE CITY OF SAN LUIS OBISPO 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 is charged with the responsibility to advise the City Council on matters concerning: Facility use, fees and charges, capital improvements, and any other items 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: 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 faculty, current or retired, of California Polytechnic State University College of Agriculture, preferably a horticulturist. 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 may serve terms of undetermined length, the choice being left to individual committee members. The remaining three (3) committee members shall be a member at large and must reapply when 4 year term expires. All members are required to be residents and registered voters of the City. The docent president shall serve as an ex -officio (non-voting) member and shall not count toward a quorum. ARTICLE 3. MEETINGS A. The Committee shall hold a regular meeting each month but not less than ten (10) times a year. B. Meetings will be held at 5:30 P.M. the second Wednesday of each month. C. 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. D. A quorum shall consist of a majority of the Committee members currently serving. E. All actions of the Committee shall be decided by a majority vote or consensus and shall be directed through the Committee Chair. F. Minutes of each meeting shall be forwarded to the City Council and be available as a public record. G. 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. H. All Committee meetings shall be conducted according to Robert's Rules of Order. I. With the exception of the docent president, all members shall vote. Any 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. Study committees may include non -committee members who shall have no voting power. ARTICLE 5. OFFICERS A. The officers shall be a Chairperson and a Vice -Chairperson who shall be elected at the Committee meeting in April for two-year terms. B. 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. C. The Vice -Chairperson shall serve in the absence or incapacity of the Chairperson. ARTICLE 6. STAFF The Director of Parks and Recreation or designate 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. ARTICLE 7. MAINTENANCE PLAN The Committee shall develop a maintenance plan on an annual basis starting in January of each year. The maintenance plan shall be a description of the activities that will be undertaken in order to maintain the historic house and gardens and to meet the goals and objectives of the Committee. ARTICLE 8. 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 City Council approval by an affirmative vote of the members present at a regular meeting of the Committee, provided that 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 (10) days prior to the first meeting. APPROVED BY COMMITTEE ON MAY 15, 2015 MOTION: (Crotser/Ulz) Approve Jack House Committee bylaws as amended. Approved: 7 yes: 0 no: 0 absent VStaff'L5iaion to the Jack House Co mitte