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19 Staff Report - Resolution Amending the Los Gatos Museum Commission's Enabling ResolutionDate: 12/19/88 Item No.457 TOWN OF LOS GATOS Council Agenda Report DATE: NOVEMBER 18, 1988 TO: MAYOR AND TOWN COUNCIL FROM: DEBORAH SWARTFAGER, TOWN MANAG SUBJECT: RESOLUTION AMENDING THE TOWN OF LOS GATOS MUSEUM COMMISSION'S ENABLING RESOLUTION RECOMMENDATION: That Council adopt the attached revised Museum Commission Enabling Resolution to increase membership from nine to fifteen persons. DISCUSSION: The Commission's primary purpose in recommending expansion is to increase members for committee work. Although individuals do not need to be formally appointed Commissioners to serve on a sub -committee, the Commission feels that formal appointment is necessary for long term commitment. Another reason for formally expanding the Commission is to increase community involvement. With increased membership, the Commission will be better able to assist the Museum Association to increase the museum's visibility and open access to the community by increased public efforts and active membership recruitment. PREPARED BY: Regina A. Falkner Manager Community Services Division RAF:vjg CSD:TC 12/19-1 cc: Regular Distribution Reviewed by: Attorney Clerk Treasurer TOWN COUNCIL ACTION DIRECTED TO: ACTION OF COUNCIL: COMMENTS: Report to Mayor and To' ';ouncil Resolution Amending the .own of Los Gatos Museum Commission's Enabling Resolution December 9, 1988 Page Two With regard to membership expansion, Museum Commissioners are not currently required (as Board members are) to become members of the Association. Commissioners will continue to be encouraged to become members in the Association. FISCAL IMPACT: Increased staffing commitments and increased impact on materials and supply costs can be absorbed in existing Community Service, Administration and Museum Program budgets for FY 1988-89. As appropriate, or as identified, additional budget requests will be entered into the budget review process for 1989-90. TO: FROM: SUB: Mayor an( wn Council Barbara Jordan, Chair, Museum Commission Resolution Amending the Town of Los Gatos Museum Commission's Enabling Resolution DATE: November 17, 1988 RECOMMENDATION: That Town Council adopt the resolution amending the Town of Los Gatos Museum Commission's Enabling Resolution to increase membership from nine to fifteen persons. DISCUSSION: The Museum Commission would like to expand its membership from nine (9) to fifteen (15) members. 1. Through this avenue, we can increase community involvement in the museums. 2. We can also increase our numbers for committee work. 3. We will also add to the museum's potential membership base by this expansion. BJ:vjg RESOLUTION NO. A TOWN OF LOS GATOS RESOLUTION AMENDING THE MUSEUM COMMISSION ENABLING RESOLUTION NO. 1986-53 1988-148 RESOLVED by the Town Council of Los Gatos, that the Town Council hereby amend the Museum Commission Enabling Resolution. The Commission shall be advisory to the Town Council and shall operate in the manner hereinafter prescribed. 1. Membership - Organization a. The Museum Commission shall consist of apia41-4,94. fifteen (15) voting members, whose terms of office shall be three (3) years beginning July 1, to coincide with the Town and the Museum Association's fiscal year's commencement, and until their successors are appointed. The members shall be appointed by the Town Council. At least four (4) members of the Commission shall be initially selected from the Los Gatos Museum Association Board of Directors, and the remaining commissioners shall be appointed from the residents of the Town who have an interest in museum operations. A majority of the initial commissioners shall be residents of the Town and r'(jht (8) thirteen (13) of the subsequent commissioners thereafter must be residents within the Town. The ninth (9th) fourteenth (14th) and fifteenth (15th) commissioners must be -a. residents of Santa Clara County. The terms of office of the representative members shall be staggered and overlapped in such a manner that the terms of no more than one-third of the members expire each year. The Town Council shall fill any vacancies occurring during the term of the Commission. The Museum Commission shall appoint and prescribe the term of office for its Chairperson and Vice -Chairperson. b. Five (5) Eight (8) members of the Commission shall constitute a quorum of the Commission for the purpose of transacting business. Any member shall have the right to present a minority view to the Town Council in reference to any report of recommendation the Commission may take. c. The members of the Commission shall serve without compensation, provided that with advance budgetary approval of the Town Council, the actual and necessary expenses (if any) incurred by the members in the conduct of Town business and shall be reimbursable pursuant to the provisions of Resolution No. 1984-210. d. The Commission shall meet the 4th Thursday of each month at 5:00 p.m. at the two Museums alternately (in odd months at Forbes Mill and in even months at Tait Avenue), and shall otherwise call and conduct its meetings in compliance with the provisions of Section 54950 et seq. of the Government Code. e. Minutes of the actions taken during its meetings shall be kept and filed with the Town Clerk. f. Meeting attendance requirements will conform with current Town Resolution. 2. Duties and Functions The duties of the Museum Commission shall be to: a. Act in an advisory capacity to the Town Council in all matters pertaining to publicly owned museums located within the Town. b. Formulate policies and procedures on the operation programs, functions, and purpose of the publicly owned and operated museums for approval by the Town Council. c. Recommend to Council the adoption of standards and organization, staffing, facilities, program and financial support d. Actively pursue alternative revenue sources to fund museum operations. e. Make periodic assessment of public museum needs and interpret the needs operations. f. Aid in coordinating the museum operations with the programs of other governmental agencies and voluntary organizations. g. Interpret the policies :nd functions of the museum and the programs to the general public. h. Advise the Town Manager's office in the preparation of the annual budget for museum services and applicable long-range capital improvement programs for these services. Resolution No. 1988-148 is hereby rescinded. BE IT FURTHER RESOLVED that PASSED AND ADOPTED by the Town Council of the Town of Los Gatos, California, at a regular meeting held on the day of , 1988, by the following vote: AYES: COUNCILMEMBERS: NOES: COUNCILMEMBERS: ABSTAIN: COUNCILMEMBERS: ABSENT: COUNCILMEMBERS: SIGNED: ATTEST: MAYOR OF THE TOWN OF LOS GATOS CLERK OF THE TOWN OF LOS GATOS RESOLUTION NO. 1938-217 A TOWN OF LOS GATOS RESOLUTION AMENDING THE MUSEUM COMMISSION ENABLING RESOLUTION NO. 1988-148 RESOLVED by the Town Council of Los Gatos, that the Town Council hereby amend the Museum Commission Enabling Resolution. The Commission shall be advisory to the Town Council and shall operate in the manner hereinafter prescribed. 1. Membership - Organization a. The Museum Commission shall consist of nine (9) voting members, whose terms of office shall be three (3) years and until their successors are appointed. The members shall be appointed by the Town Council. At least four (4) members of the Commission shall be initially selected from the Los Gatos Museum Association Board of Directors, and the remaining commissioners shall be appointed from the residents of the Town who have an interest in museum operations. A majority of the initial commissioners shall be residents of the Town and eight (8) of the subsequent commissioners thereafter must be residents within the Town. The ninth (9th) commissioner must be a resident of Santa Clara County. The terms of office of the representative members shall be staggered and overlapped in such a manner that the terms of no more than one-third of the members expire each year. The Town Council shall fill any vacancies occurring during the term of the Commission. The Museum Commission shall appoint and prescribe the term of office for its Chairperson and Vice -Chairperson. b. Five (5) members of the Commission shall constitute a quorum of the Commission for the purpose of transacting business. Any member shall have the right to present a minority view to the Town Council in reference to any report of recommendation the Commission may take. c. The members of the Commission shall serve without compensation, provided that with advance budgetary approval of the Town Council, the actual and necessary expenses (if any) incurred by the members in the conduct of Town business and shall be reimbursable pursuant to the provisions of Resolution No. 1984-210. d. The Commission shall meet the 4th Thursday of each month at 5:00 p.m. at the two Museums alternately (in odd months at Forbes Mill and in even months at Tait Avenue), and shall otherwise call and conduct its meetings in compliance with the provisions of Section 54950 et seq. of the Government Code. e. Minutes of the actions taken during its meetings shall be kept and filed with the Town Clerk. f. Meeting attendance requirements will conform with current Town Resolution. 2. Duties and Functions The duties of the Museum Commission shall be to: a. Act in an advisory capacity to the Town Council in all matters pertaining to publicly owned museums located within the Town. b. Formulate policies and procedures on the operation programs, functions, and purpose of the publicly owned and operated museums for approval by the Town Council. c. Recommend to Council the adoption of standards and organization, staffing, facilities, program and financial support d. Actively pursue alternative revenue sources to fund museum operations. e. Make periodic assessment of public museum needs and interpret the needs operations. f. Aid in coordinating the museum operations with the programs of other governmental agencies and voluntary organizations. g. Interpret the policies and functions of the museum and the programs to the general public. h. Advise the Town Manager's office in the preparation of the annual budget for museum services and applicable long-range capital improvement programs for these services. Be it further resolved that Resolution No. 1988-148 is hereby rescinded. PASSED AND ADOPTED by the Town Council of the Town of Los Gatos, California, at a regular meeting held on the 2lst day of November , 1988, by the following vote: DEPUTY AYES: COUNCILMEMBERS• Eric D. Carlson, Thomas J. Ferrito, Robert L. Hamilton, & Mayor Joanne Benjamin NOES: COUNCILMEMBERS: None ABSTAIN: COUNCILMEMBERS: None ABSENT: COUNCILMEMBERS: Brent N. Ventura SIGNED: ATTEST: MAYOR 1 THE TOWN OF LOS GATOS K OF THE TOWN OF LOS GATOS CSD: 7/18-2