A. Duties And Functions: The duties and functions of the visual arts commission (VAC) shall be to administer the provisions of this chapter, to develop guidelines and standards for the selection, display and maintenance of art for the city collection, and to acquire, by purchase or donation, works of art for the city collection.
B. Members:
1. Number: The visual arts commission shall consist of a total of five (5) members. The city commission shall appoint the members of the visual arts commission. One member shall be a sitting city commissioner. (2001 Code § 40.05; amd. Ord. 1587, 8-5-2013)
2. Term: The term for each VAC member shall be for two (2) years. Two (2) unexcused absences or three (3) consecutive excused absences by a member from regularly scheduled meetings can be construed as sufficient cause for the remaining members to recommend to the Woodward city commission to remove said absent member from the VAC. (Ord. 1587, 8-5-2013)
3. Vacancy: Whenever a vacancy shall occur, either by death, resignation, removal, change of residency, impending expiration of term or for any other cause, such vacancy shall be filled by appointment by the city commission. (2001 Code § 40.05)
C. Meetings: The commission shall determine the time and place of its regular meetings. Special meetings of the commission may be called by the chairperson or by a majority of the commission. (2001 Code § 40.05; amd. 2012 Code; Ord. 1587, 8-5-2013)
D. Open Meetings/Public Notice: All meetings of the VAC shall be conducted in accordance with the provisions of Oklahoma law pertaining to public meetings. Public notice of all meetings shall be given no less than forty eight (48) hours in advance of the meeting and shall be posted at such place as the commission shall designate. The notice shall contain a specific agenda.
E. Quorum: The quorum for the conduct of business at any meeting shall be the majority of all the members of the VAC. No action shall be taken in the absence of a quorum, except to adjourn the meeting to a subsequent date.
F. Manner Of Acting: In all matters coming before the VAC, the affirmative vote of a majority of those present and voting shall be the action of the VAC, provided that a quorum is present, except that the following actions shall require the affirmative vote of three (3) members of the VAC: expenditures of funds; acceptance of gifts and determination of the terms and conditions of acceptance thereof; place of display and removal of works of art; and amendment of the bylaws. Ex officio members shall not be entitled to vote.
G. Conflict Of Interest: In the event any member shall have a personal interest of any kind in a matter then before the VAC, they shall disclose their interest to the VAC. The VAC shall consider the interest and by vote determine whether said member is qualified to participate in action on the matter before the VAC. The city attorney shall advise on any conflicts of interest and the city attorney opinion shall be final.
H. Agenda: The agenda for regular meetings will be prepared by the chairperson of visual arts commission. VAC members may not add items to the agenda at the beginning of the meeting.
I. Rules Of Order: Generally, meetings can be held in any manner that assures an orderly and focused discussion, and facilitates the input of all members of the VAC. When necessary, in order to effectively conduct business, as determined by a majority of those present, "Robert's Rules Of Order" shall be in effect.
J. Residency Requirements: Members of the visual arts commission must reside within the corporate limits of the city.
K. Appointment Of Committees: The chairperson, with the concurrence of the VAC, may establish such committees as may be necessary for the conduct of the business of this VAC. The chairperson shall appoint the members of such committees. All members of the VAC shall be entitled to attend meetings of committees of the VAC.
L. Amendment To Bylaws: The bylaws may be amended at any regular meeting of the VAC; provided, that the proposed amendment has been introduced at a prior regular meeting of the VAC. Amendment of the bylaws shall require the affirmative vote of three (3) of the members of the VAC. (2001 Code § 40.05; amd. Ord. 1587, 8-5-2013)