2.85.030 Organization and procedures.
The organization and structure of the West Point arts council board shall be as follows:
A. Executive Board. An executive board is organized with the following members, all of whom also participate in board meetings as voting members:
1. Chairperson, who is recommended biannually by the board and confirmed by the city council;
2. Vice-chair, who is a member of the West Point City staff assigned to the board;
3. Secretary, who is elected annually by the board; and
4. Treasurer, who is elected annually by the board.
B. Chairperson and Vice-Chair. Voting members of the board shall recommend one of its members as chairperson for confirmation by the city council. The chairperson shall be a voting member of the board and shall oversee the proceedings and activities of the board. The chairperson shall have served on the board in some capacity for a minimum of one year prior to becoming chairperson. The chairperson shall serve a term of two years. The chairperson may be reelected biannually during the board’s September meeting. The city staff member shall act as vice-chair and, in the event the chairperson is unable to attend the meeting, as chair pro tem.
C. Secretary and Treasurer. The board shall elect from its members a secretary and treasurer to serve on the executive board, during annual elections held each year in September.
D. Administrative and Activity Chairs. Other board members shall serve as either administrative or activity chairs, and participate as voting board members. Chairs are appointed by majority vote by the board. Chairs include:
1. Administrative chairs, which lead functions such as but not limited to: fundraising, sponsorships, advertising, grant writing and publicity coordination.
2. Activity chairs, which lead program activities such as theater, music and youth programs.
3. Other chairs may be established by the board if a program establishes continued activity. Such chairs, if not members of the board, may be appointed to be voting board members.
E. Volunteers. The board may, by majority vote, appoint volunteers to work in and aid in the operation of the West Point arts council. Any member of the community may serve on individual activity committees led by the board members. Volunteer nonboard members need not be residents of West Point City to serve in this capacity.
F. Meetings. The board shall meet no less than once quarterly, but it is expected to meet monthly with the exception of July and December. Meetings shall be conducted in accordance with the open and public meetings laws of the state of Utah, including public notification of meeting place, time and agenda items. The board shall keep a public record of its proceedings, and all minutes of the meetings and decisions of the board shall be filed in the office of the city recorder as public records. [Ord. 01-17-2023A § 1].