BISBEE ARTS COMMISSION ORGANIZATIONAL BY-LAWS
(Revised 1997, 2002 & 2003 & 2009)
ARTICLE I – CREATION
The Bisbee Arts Coalition was created September 3, 1991. A change of name was approved in July 1997 to be The Bisbee Arts Commission.
ARTICLE II – PURPOSE
The purpose of the commission shall be to advise the City on art and Cultural activities in Bisbee; promote arts and the city of Bisbee as an arts community; and support artists with financial, organizational, and programmatic resources.
ARTICLE III – MEMBERSHIP
The Bisbee Arts Commission shall consist of eleven (11) board members who shall be appointed pursuant to the laws of the City of Bisbee and who shall exercise the responsibilities delegated to them under said laws.
Auxiliary memberships shall be established. Such membership shall not have voting privileges.
ARTICLE IV – OFFICERS
The Bisbee Arts Commission shall choose from among its members a chairperson who shall serve for two years and until the election of a successor and who may stand for re-election.
The Bisbee Arts Commission shall choose from among its members a vice chairperson who shall serve for two years and until the election of a successor and who may stand for re-election.
The chairperson, or vice chairperson, in absence of the chairperson, shall preside at all meetings, call special meetings, appoint committees, sign all documents authorized by the board, and generally do all duties associated with that office.
The city staff or person designated by the commission shall keep a record of the proceedings of the commission.
ARTICLE V – NEW BOARD MEMBERS
The mayor, with the consent of the city council, is responsible for making appointments to the arts commission. The commission shall make a recommendation to the mayor and council for appointment of any person, as it deems advisable. It is desirable, candidates be representative of diverse elements of the community and interested in providing the best possible service to all citizens.
ARTICLE VI – MEETINGS
The commission shall follow applicable open meeting laws.
The acting chairperson shall recognize members before they are allowed to speak.
The commission shall meet for business purposes regularly each month and at such times as deemed necessary.
Notice of special meetings shall be made available to each member at least 48 hours before the meeting and public notice shall be posted at a designated location, at least 24 hours before the meeting.
It shall be the duty of the city staff or person designated by the commission to prepare the agenda for each month’s meeting. Items for the agenda must be submitted to the chairperson, or city staff, at least one week prior to the scheduled meeting.
The agenda for upcoming meetings and minutes of the previous month’s meeting should be provided to members by city staff or designated persons at least three days before the next month’s regular meeting.
A board member who cannot fulfill the obligations of a member and fails or is unable to attend three consecutive monthly meetings shall, upon consensus of the majority of the board, be asked to submit a letter of resignation. A member may be excused from a meeting upon discretion and approval of the chairperson.
A quorum consists of a simple majority of the members currently appointed to the commission. Should less than a quorum be present, a meeting may be convened but no business conducted.
The commission shall act by means of an affirmative vote of the majority of members present at a meeting where a quorum is present.
ARTICLE VII – FINANCES
City staff and commission members shall prepare drafts and proposed fiscal year budgets to present to the mayor and city council for approval.
The commission shall establish and maintain a dedicated treasury, for the organization, in full compliance with all regulations, policies, and directives of the city finance director.
Funding is to be allocated within a 30-day period of the approved event, to a designated representative of the recipient organization. Any funds not used within that period will be returned to the commission treasury.
A tax identification number, an employer identification number, a social security number, or other authorizations as deemed necessary by the city finance director shall be required of recipients.
Funding priorities for the commission will be established as children’s events, non-profit activities, and profit organizations of cultural merit.
The commission will consider funding, primarily for written proposals received by March 31 and October 31 of each fiscal year. Awards, allocations, grants and partial sponsorships shall be presented May 1 and Dec. 1 respectively, following review and commission approval.
Unanticipated events and those deemed by the commission to be of acceptable special circumstance will be considered for funding via placement upon the agenda for the regular monthly session.
Funding criteria for the Bisbee Arts Commission shall reflect the guidelines established by the Arizona Commission of the Arts. The considerations shall include, among other factors as deemed appropriate:
1) Artistic quality of the project and artists involved.
2) Ability of the project to serve the needs of the community, including efforts to reach artists and audiences from culturally diverse groups.
3) Managerial and administrative ability of organization and artists to complete project.
4) History of presenting the arts if applicable.
5) In addition the Bisbee Arts Commission will ask if the project is self-perpetuating.
Assist cultural organizations in the area of funding and development of financial resources, as in grants, loans, and sponsorships.
1) Grants: outright award of revenue with no reimbursement, interest, or repayment.
2) Loans: no interest charged, disbursed 30 days prior to event with repayment anticipated 60 days following event.
3) Sponsorship: provision of partial funding for production of an event or project.
In all cases recipients will include a “recognition of funding” statement in event or project literature.
Groups, organizations, or individuals which qualify for funding must be located within the city limits of Bisbee Arizona.
ARTICLE VIII – COMMITTEES
Committees may be appointed by the chairperson for such purposes, as the board deems necessary. These committees shall serve until the completion of the task for which they were appointed.
ARTICLE IX – PROCEDURE
The order of business at each regular meeting shall be: roll call, approval of previous meeting minutes, correspondence and communications, call to the public, staff reports, committee reports, unfinished (old) business, new business, “for the good of the order” and adjournment.
The order of business is subject to re-arrangement by the chairperson unless objection from a majority of the board members.
ARTICLE X – AMENDMENTS
These by-laws may be amended by a simple majority vote of the commission.
Amendments presented at one meeting shall be voted on at the next regular session.
The By-laws, introduced and originally accepted in 1992, were studied and revised by a committee of the Bisbee Arts Commission from May to July 1997.
Minor changes (number of members and what constitutes a quorum) were made to the By-Laws in 2002 and 2003.