012.10.79 Ark. Code R. § 003 - Arkansas Historic Preservation Program State Review Committee Bylaws

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CHAPTER I. ELECTION OF OFFICERS
Article I.

The Advisory Council for the Office of Arkansas State Arts and Humanities shall elect annually a chairman and vice chairman. The Chairman shall appoint two members from the Council to. serve on the Executive Committee with the Chairman and Vice Chairman.

Article 2.

They shall hold office for one year or until their successors are elected.

Article 3.

Said election shall be held at the last quarterly meeting in the fiscal year; the fiscal year being July 1 through June 30.

Article 4.

The election of officers shall be held by ballot. Ballot shall be dispensed with by a unanimous vote when there is but one candidate for office.

CHAPTER II. COMMITTEES
Article 1. Special

The Chairman may, or shall as directed by the Council, appoint special committees for specific purposes.

Article 2. Executive
a. The Executive Committee consists of the Chairman, Vice Chairman, and two members appointed by the Chairman from the Council.
b. The duties of the Executive Committee are to direct policies and procedures of the Council and to report to the full membership of the Council at the quarterly meetings of the Council.
c. The Executive Committee has the authority to determine the will of the Council between meetings.
d. A meeting of the Executive Committee may be called by the request of one-third of the Council membership, by the Chairman, Vice Chairman, or Executive Director.
e. The Executive Committee shall be empowered to make decisions on uncommitted funds which must be allocated prior to meetings of the Council.
Article 3. Nominating

The Nominating Committee will be elected by the Council at the April meeting and shall submit at the June meeting a slate of candidates for election.

Article 4. Evaluation

The Evaluation Committee consists of the Chairman, Executive Director, and Council member(s) appointed by the Chairman and shall meet to evaluate programs and make recommendations to the Council.

CHAPTER III. MEETINGS
Article 1. Regular

The Council shall hold quarterly meetings.

Article 2. Special

Additional meetings of the Council may be called by the Chairman of the Executive Director.

Article 3. Quorum

A quorum for a meeting of the Council is a majority of the membership of 17 present.

CHAPTER IV. PARLIAMENTARY AUTHORITY
Article 1.

The information contained in Alice Sturgis' Standard Code of Parliamentary Procedure shall govern the Council in all cases to which they are applicable, and in which they are. not inconsistent with the by-laws of the Council and with the laws of the State of Arkansas.

CHAPTER V. METHOD OF AMENDING THE BY-LAWS
Article 1.

Proposed amendments to these by-laws must be submitted in writing at the meeting immediately preceding the one at which they are acted upon.

Article 2.

Changing the by-laws requires an affirmative vote of two-thirds of the membership.

Article 3.

Policies of the Council may be established, amended., or rescinded by majority vote of the quorum present with previous notice or notice in the meeting call, or without the above notices by two-thirds affirmative vote of the membership.

CHAPTER VI. FUNDING DECISIONS
Article 1.

An appropriation of money in regular meetings requires at least an affirmative vote equivalent to a majority of the Council membership (a minimum of nine votes).

Article 2.

The Advisory Council shall adopt criteria and priorities for funding of projects.

Article 3.

Council grants will, in general, require matching funds, although exceptional and extraordinary programs may be funded with less or no matching.

CHAPTER VII. GENERAL OPERATION
Article 1. Tenure

The Advisory Council members serve at the pleasure of the Governor for four years and even though their terms have technically expired, they continue to serve until notified of new appointments made by the Governor. Council members are expected to attend all meetings. A Council member who misses two consecutive meetings may be requested by the membership to resign.

Article 2. Duties
a. Council members are to determine the policy for the Council, to approve the expenditure of funds, and to be responsible for the cultural development of the entire State of Arkansas for all people of the State.
b. Each member assumes the responsibility for continuing liaison with the Legislators from their respective areas of the state and with the general public.
c. Each member shall be a spokesman for the Council.
d. Each member, when possible, should attend all the Council-sponsored events in his area of the State..
Article 3. Meetings
a. Council meetings are public meetings and are subject to Freedom of Information laws of the State of Arkansas.
b. Council members are to be sent a mail dispatch from the Office in advance of each meeting. This dispatch shall contain the proposed agenda for the impending meeting. This dispatch normally shall be mailed at least two weeks prior to the next meeting.
c The Council shall hold a budget meeting in September.
Article 4. Conduct of Business
a. The Council shall adopt- by-laws which govern its conduct of business.
b. All motions made in the conduct of business shall be reread in their final form before a vote is taken.
c. Departures from the formal agenda will be allowed at the discretion of the Chairman.
d. The Chairman is a voting member of the Council. Any vote resulting in a tie shall call for immediate reconsideration of the motion by the entire Council.
e. Oral presentations will be allowed by visitors at Council invitation only.

ADVISORY COUNCIL PRIORITIES DEPARTMENT OF PLANNING OFFICE OR ARKANSAS STATE ARTS AND HUMANITIES

The Office of Arkansas State Arts and Humanities was established by Act 359 of 1971 to develop and implement a comprehensive statewide program for the support of the arts and humanities in Arkansas. The Office through its Advisory Council carries out a program of grants-in-aid supporting;

(1) productions which have substantial artistic and cultural significance;
(2) projects that will encourage and assist artists and enable them to achieve standards of professional excellence;
(3) other relevant projects, including surveys, research, and planning in the arts.

Priorities in Grant-Making; Although many of the grant applications received will meet all grant criteria, the Council cannot possibly award grants to all eligible applicants because of limitations of funds. Therefore, the Council has established certain priorities and makes awards to those projects which support the needs of the State. The Advisory Council seeks to stimulate and promote all the arts among all the people of our State. The Advisory Council recognizes the need to get more people exposed to and involved with the arts. This is the rationale for priorities.

Priorities may be given to requests from each district on the basis of available funds in relation to population only to the extent that such requests;

(a) fall within the framework of priorities approved by the Advisory Council in developing an effective statewide program in the Arts and Humanities, and
(b) meet quality standards approved by the Council.

The Council's priorities, (listed without order of preference,) are:

(a) Projects that occur in regions and communities previously untouched by other arts organizations.
(b) Projects which give support to underdeveloped art forms in Arkansas.
(c) Projects that increase the "reach" of existing arts groups through new and expanded programs. (For example, a project may involve an art form relatively well developed, but the scope of the project is changed so that people who have never before been exposed to this experience are the key targets. The project would therefore easily fall within this priority of Council funding.)
(d) Projects that encourage and further the arts in education, but not funding which a local school district or institution of higher education should be expected to carry on its own.
(e) Projects which develop an on-going arts program and a continuing service to their community.

NOTE: If projects do not fall specifically within these five priorities, it does not mean that the applicant should not submit an application. The Advisory Council is interested in all projects of any nature that relate to the arts, and most projects do incorporate one or more of these priorities. We urge all prospective applicants to call upon Advisory Council members to see how their project fits into the general -plan of arts programming for the State.

Criteria used in Making Grant Awards:

(a) Merit, proven success, artistic quality, and a group's extension of services throughout the community.
(b) Financial need of the applicant (real need versus a superficial lack of funds).
(c) Nature and significance of the cultural service offered.
(d) Number of people and geographic area served.
(e) Number and nature of other cultural resources available to the same people in the same area.
(f) Nature and extent of both public and private LOCAL support.
(g) Other factors deemed to provide maximum encouragement and assistance for developing cultural resources of the State.
(h) Completeness of the application. For example, a photocopy of I.R.S. Tax Exemption Statement must be attached if the organization plans to engage in fund-raising activities by donation. (This is in compliance with federal regulations).
(i) Each year each application will be considered strictly on its own merits.

What is Acceptable:

(a) Unique and innovative arts programming.
(b) Any arts project that demonstrates a service to the community and has the potential to "reach" out into the community to involve its citizens.
(c) Projects based on sound fiscal planning.
(d) Projects that represent cooperation between several groups in a community and demonstrate community support.

What is Not Acceptable;

(a) Projects involving capital improvements may not be funded.
(b) The Advisory Council does not underwrite deficit financing. (Under-subscribed educational and community series may not be funded.)
(c) Organizations may not be funded to enable them to save their own resources rather than spending them upon the project in question.
(d) Private organizations that are exclusive in nature may not be funded.
(e) Profit-making groups may not be funded.
(f) Deficits from a previous year may not be underwritten.
g) Applications that would be unacceptable under the guidelines of the National Endowment and Act 3 59 will not be accepted by the Arkansas Council.

DEFINITIONS

I. TOURING AND STATE SERVICES

Touring and State Services should originate from major community resources and Institutions in the State of Arkansas.

One of the major component efforts by the organization must be an on-going touring -programs "which is regularly available to all areas of the state.

An organization must have statewide or regional impact -while demonstrating professional standards of performance and administration.

II. INSTITUTIONAL SUPPORT

BUDGET The Institution must have a gross annual budget of $150,000 for three years preceding the year of consideration for the Institutional support category.

'' STAFFThe Institution must have a minimum of four professional full time staff persons employed for at least three years preceding the year of consideration for the Institutional support category.

Financial Management: The Institution should be able to show fiscal stability, local support and must meet minimum accounting standards acceptable for non-profit associations. The Institution must submit annual, independent audits as well as fiscal plans and program goals. .

DURATION: The Institution must be in continuous existence for a minimum of three years prior to consideration and must meet other criteria for Institutional support.

Planning: The Institution must submit long-range planning document of goals, objectives, and activities.

Regional The Institution must provide two or more services

Impact: regularly across district lines.

Resources: The Institution must have the capability of making a significant professional contribution to another organization.

Other: The Institution must be eligible to apply to the National Endowment for the Arcs under the appropriate program category.

Note: There must be a six month review of any organization applying to this category. After acceptance, the organization is eligible for the next funding cycle.

III. COMMUNITY ARTS DEVELOPMENT

Non-profit community based organizations which have demonstrated a commitment to the pursuit of artistic achievement, with activities open to the public at a reasonable or no cost. Groups will be considered under two categories.

A. Major Community Resources

Organizations must have a minimum annual budget of at least $25,000 for three years preceding the year of consideration for the Major Community Resource category.

The organization must have a minimum of one full time professional staff person employed for a minimum of one year preceding the year of consideration for major Community Resource category.

The organization must be able to show fiscal stability and local support.

Outreach programs that do not meet criteria for category I may be considered under this category.

B. Community Projects

Community based programs responding to local needs.

IV. STATE DEVELOPMENT PROGRAM

An on-going program of Statewide or Regional significance which generates federal funds ear-marked for the particular program.

V. SPECIAL PROJECTS

This category is designed for projects that serve the State, accomplish Council goals, are multidiciplinary, and/or provide matching to other generated federal funds.

Notes

012.10.79 Ark. Code R. § 003
12/13/1979

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