Item 15.1 - Proposed Revisions to the Performing Arts Advisory Committee Charter AGENDA REPORT SUMMARY G'� � �W"r
ryFC�IN THE GOJ��1
TO: Honorable Mayor and Members of the City Council
FROM: James L. Bowersox, City Mana�
INITIATED BY: Robert A. Clark, Director of Community Services
DATE: July 5, 2005
SUBJECT: Proposed Revisions to the Performing Arts Advisory Committee Charter
ABSTRACT
The proposed revisions to the Pertorming Arts Advisory Committee Charter will increase the
membership from nine to 11 members.
ENVIRONMENTAL REVIEW
This action is not subject to CEQA review.
FISGAL IMPACT
There is no fiscal impact as a result of the proposed charter revisions.
ADDITIONAL PUBLIC NOTIFICATION AND CORRESPONDENCE
Additional notification sent to the Performing Arts Advisory Committee.
RECOMMENDATION
It is recommended that the City Council approve the proposed revisions to the Performing Arts
Advisory Committee Charter.
ACTION
1 of 9 July 5, 2005 Item #1��I
G,,��{ OF PpWqY
C I TY O F P O WAY Ty�C�TY IN 7HE GOJ����
AGENDA REPORT
This report is included on the Consent Calentlar. There wili be no separete discussion of the report prior to approval by the City Council unless members of the
Council,staff or public repuest it to be removed from the Consen[Calendar antl discussed separately It you wish to have this raport pulled for discussion,please
fill out a slip indicating the report number and give it m the Ciry Clerk prior m the beginning of the City Council meeting.
TO: Honorable Mayor and Members of the City Council
FROM: James L. Bowersox, City Mana��
J
INITIATED BY: Robert A. Clark, Director of Community Services
Peggy Stewart, Community Services Manager
DATE: July 5, 2005
SUBJECT: Proposed Revisions to the Performing Arts Advisory Committee
Charter
BACKGROUND
On December 20, 1988, the City Council established the Performing Arts Advisory Committee for
the purpose of giving "advise to the City Council on specific matters affecting the Poway Center for
the Performing Arts." The duties assigned to the Committee included advice on matters assigned to
the committee, undertake special studies assigned to the committee, provide input on PerForming
Arts Center programming, and promote the Center in the community and region.
In 1995, the City Council approved a Programming Agreement with the Poway Center for the
Performing Arts Foundation. That Agreement transferred main stage programming responsibilities
to the Foundation. The scope and duties of the Performing Arts Advisory Committee have changed
over the intervening years.
On May 4, 2004, the City Council approved several revisions to the committee's charter that more
accurately reflected the way the committee operated and reduced the number of committee
members to nine.
FINDINGS
The reduction of the number of committee members to nine matched the number of the then current
active members of the Committee. However, the reduction resulted in two Councilmembers losing
the ability to appoint new members to the committee. To rectify that situation, it is recommended
that the number of committee members be increased to 11 to accommodate appointments by each
Councilmember. The revised appointments are:
2 of 9 July 5, 2005 Item # ��,�
Proposed Revisions to the Performing Arts Advisory Committee Charter
July 5, 2005
Page 2
• 4 Council appointees
• 4 Mayoral appointees
• 1 PUSD representative
. 1 User Organization representative
• 1 San Diego County arts representative
ENVIRONMENTAL REVIEW
This action is not subject to CEQA review.
FISCAL IMPACT
There is no fiscal impact as a result of the proposed charter revisions.
ADDITIONAL PUBLIC NOTIFICATION AND CORRESPONDENCE
Additional notification sent to the Performing Arts Advisory Committee.
RECOMMENDATION
It is recommended that the City Council approve the proposed revisions to the Performing Arts
Advisory Committee Charter.
JLB:RAC:PAS
Attachments:
A. Proposed Changes to the Performing Arts Advisory Committee Charter
B. Proposed Performing Arts Advisory Committee Charter
3 of 9 July 5, 2005 Item # ����
CITY OF POWAY
�� PERFORMING ARTS ADVISORY COMMITTEE
Section I. PURPOSE
The purpose of the Psway Performing Arts Advisory Committee shall be to advise the
City Council on specific matters affecting the Poway Center for the Pertorming Arts and
Community Services Department staff on operational issues on an as-needed basis.
The committee shall be composed of representatives from local performing arts groups,
Poway Unified School District, nonprofit users of the facility, and others that will use or
have interest in the facility.
Section II. DUTIES
The Performing Arts Advisory Committee shall have the following duties:
1. Provide advice on matters assigned to the committee for their review and
recommendation.
2. With the assistance of staff, undertake special studies assigned to the
committee.
3. Provide staff with input on scheduling when conflicts are brought to its
attention for review.
Section III. MEMBERSHIP
1. The �eway Performing Arts Advisory Committee shall consist of not more
than alae—f9� eleven (11) members appointed by the Mayor, with the
concurrence of the City Council. The Mayor shall make the following nfae-E9�
eleven (11) appointments to the committee:
• One (1) committee member nominated by each councilmember for
appointment for a total of four (4) committee members.
■ One (1) committee member nominated by Poway Unified School
District.
■ One (1) committee members nominated by the Committee from
among the Pertorming Arts Center's user organizations.
■ One (1) committee member nominated by the Mayor from the San
Diego County pertorming arts community. This individual shall
specifically have experience in some aspect of the performing arts
field.
• �vve-(� Four 4 committee members nominated by the Mayor.
2. The terms of inembership shall be as follows:
4 of 9 July 5, 2005 Item # �� ��
Attachment A
a. The terms of inembers nominated by the Mayor or a City Council person
shall coincide with the term of that Councilmember. Members may
continue to serve on the committee upon expiration of their term until
either reappointed or a new member has been appointed.
b. The term of the nominee from the Poway Unified School District shall be
determined by the District, but shall be no less than two years.
c. The term of the nominees from the user organizations shall be for one (1)
year with no more than two years of consecutive service.
3. The City Manager of the City of Poway or his/her designee shall be an e*-
ef#isie ex officio member of the committee and shall serve as Secretary.
4. An e�-e#isie ex officio member shall not be eligible to serve as the Sha+r��aa
Chairperson or the Vice 6#ai�ar� Chairperson of the committee.
Section IV. VOTING
Each committee member shall be entitled to one (1) vote. Approval of any matter
requires an affirmative vote from the majority of the members present, provided a
quorum, consisting of a majority of the members of the committee, are present and
voting.
Section V. TERMINATION OF MEMBERSHIP
If any member misses more than three (3) consecutive meetings of the committee
without prior notification to the City Manager's designee, such member shall be
considered to have resigned from the committee. In addition, any member of the
committee may be removed at any time and without cause by a majority vote of the
City Council.
Section VI. MEETINGS OF MEMBERS
Meetings will be scheduled as deemed necessary by the Chairperson of the
committee, with the concurrence of the Secretary. All meetings shall be scheduled
at a time and place acceptable to a majority of the committee members.
Section VII. COMMITTEE OFFICERS
1. The officers of the committee shall be Chairperson and Vice Chairperson. The
City Manager or his/her designee, as an e�-e#isie ex officio member of the
committee, shall serve as Secretary to the committee.
2. The Chairperson shall be appointed by the committee and the nomination sent to
the Mayor and City Council for confirmation. The Vice Chairperson shall be
chosen by the committee.
5 of 9 July 5, 2005 Item # ��
Attachment A
3. The term of the office for the Chairperson and the Vice Chairperson shall be two
years from the first meeting of the calendar year .
4. During the regular term of office, the Chairperson of the committee can only be
removed from office by the Mayor with concurrence of the City Council.
5. The Chairperson and Vice Chairperson shall serve no more than two (2)
consecutive two (2) year terms in the same office.
Section VIII. DUTIES OF OFFICERS
1. Duties of the Chairuerson
The Chairperson shall preside at all meetings of the committee and provide
instructions to all ad hoc committee chairpersons.
2. Duties of the Vice Chairperson
In the absence of the Chairperson, the Vice Chairperson shall assume all the
duties and responsibilities of the Chairperson.
3. Duties of the Secretarv
The Secretary shall keep the minutes of all meetings of the committee. The
Secretary shall prepare agendas and shall give notice of all meetings of the
committee.
Section IX. AD HOC COMMITTEE
The committee may create such ad hoc committees as the business of the
committee may require, each of which shall exist for such period of time and pertorm
such duties as the committee may determine. Ad hoc committees by their nature
only operate for short periods of time, not to exceed three months.
Section X. COMPENSATION
Members of the Performing Arts Advisory Committee shall serve without
compensation. However, members shall be reimbursed for expenses incurred in
carrying out the duties of the committee as approved by the City.
Section XI. AMENDMENT OF Q"-� '��BYLAWS
These �"-�s bvlaws shall be reviewed by the committee as necessary and may be
amended at any time at a regular or special meeting of the Poway City Council.
6 of 9 July 5, 2005 Item # �5 ��
Attachment A
CITY OF POWAY
PERFORMING ARTS ADVISORY COMMITTEE
Section I. PURPOSE
The purpose of the Poway Performing Arts Advisory Committee shall be to advise the
City Council on specific matters affecting the Poway Center for the Pertorming Arts and
Community Services Department staff on operational issues on an as-needed basis.
The committee shall be composed of representatives from local performing arts groups,
Poway Unified School District, nonprofit users of the facility, and others that will use or
have interest in the facility.
Section 11. DUTiES
The Performing Arts Advisory Committee shall have the following duties:
1. Provide advice on matters assigned to the committee for their review and
recommendation.
2. With the assistance of staff, undertake special studies assigned to the
committee.
3. Provide staff with input on scheduling when conflicts are brought to its
attention for review.
Section III. MEMBERSHIP
1. The Performing Arts Advisory Committee shall consist of not more than
eleven (11) members appointed by the Mayor, with the concurrence of the
City Council. The Mayor shall make the following eleven (11) appointments
to the committee:
■ One (1) committee member nominated by each councilmember for
appointment for a total of four (4) committee members.
■ One (1) committee member nominated by Poway Unified School
District.
• One (1) committee members nominated by the Committee from
among the Performing Arts Center's user organizations.
• One (1) committee member nominated by the Mayor from the San
Diego County performing arts community. This individual shall
specifically have experience in some aspect of the performing arts
field.
■ Four (4) committee members nominated by the Mayor.
2. The terms of inembership shall be as follows:
7 of 9 July 5, 2005 Item # ��� I
Attachment B
a. The terms of inembers nominated by the Mayor or a City Council person
shall coincide with the term of that Councilmember. Members may
continue to serve on the committee upon expiration of their term until
either reappointed or a new member has been appointed.
b. The term of the nominee from the Poway Unified School District shall be
determined by the District, but shall be no less than two years.
c. The term of the nominees from the user organizations shall be for one (1)
year with no more than two years of consecutive service.
3. The City Manager of the City of Poway or his/her designee shall be an ex
officio member of the committee and shall serve as Secretary.
4. An ex officio member shall not be eligible to serve as the Chairperson or the
Vice Chairperson of the committee.
Section IV. VOTING
Each committee member shall be entitled to one (1) vote. Approval of any matter
requires an affirmative vote from the majority of the members present, provided a
quorum, consisting of a majority of the members of the committee, are present and
voting.
Section V. TERMINATION OF MEMBERSHIP
If any member misses more than three (3) consecutive meetings of the committee
without prior notification to the City Manager's designee, such member shall be
considered to have resigned from the committee. In addition, any member of the
committee may be removed at any time and without cause by a majority vote of the
City Council.
Section VI. MEETINGS OF MEMBERS
Meetings will be scheduled as deemed necessary by the Chairperson of the
committee, with the concurrence of the Secretary. All meetings shall be scheduled
at a time and place acceptable to a majority of the committee members.
Section VII. COMMITTEE OFFICERS
1. The officers of the committee shall be Chairperson and Vice Chairperson. The
City Manager or his/her designee, as an ex officio member of the committee,
shall serve as Secretary to the committee.
2. The Chairperson shall be appointed by the committee and the nomination sent to
the Mayor and City Council for confirmation. The Vice Chairperson shall be
chosen by the committee.
8 of 9 July 5, 2005 Item # �_ �• �
Attachment B
3. The term of the office for the Chairperson and the Vice Chairperson shall be two
years from the first meeting of the calendar year .
4. During the regular term of office, the Chairperson of the committee can only be
removed from office by the Mayor with concurrence of the City Council.
5. The Chairperson and Vice Chairperson shall serve no more than two (2)
consecutive two (2) year terms in the same office.
Section VIII. DUTIES OF OFFICERS
1. Duties of the Chairperson
The Chairperson shall preside at all meetings of the committee and provide
instructions to all ad hoc committee chairmen.
2. Duties of the Vice Chairaerson
In the absence of the Chairperson, the Vice Chairperson shall assume all the
duties and responsibilities of the Chairperson.
3. Duties of the Secretarv
The Secretary shall keep the minutes of all meetings of the committee. The
Secretary shall prepare agendas and shall give notice of all meetings of the
committee.
Section IX. AD HOC COMMITTEE
The committee may create such ad hoc committees as the business of the
committee may require, each of which shall exist for such period of time and perform
such duties as the committee may determine. Ad hoc committees by their nature
only operate for short periods of time, not to exceed 3 months.
Section X. COMPENSATION
Members of the Poway Performing Arts Advisory Committee shall serve without
compensation. However, members shall be reimbursed for expenses incurred in
carrying out the duties of the committee as approved by the City.
Section XI. AMENDMENT OF BYLAWS
These bylaws shall be reviewed by the committee as necessary and may be
amended at any time at a regular or special meeting of the Poway City Council.
9 of 9 July 5, 2005 Item # �� `�
Attachment B