[Added 11-1-2017 by Ord.
No. 1699]
The Civic Center Place shall consist of:
(a) The interior and exterior of the Civic Center building; and
(b) The City-owned parking areas and exterior grounds between 7th Street
and 9th Street and Maple and Pine Avenues, including the area used
for the Holland Farmers' Market.
[Added 11-1-2017 by Ord.
No. 1699]
(a) There is hereby created a Civic Center Place Board, to be composed
of seven members plus one ex-officio (nonvoting) member from the City
Council. One member shall be a member of the Downtown Development
Authority Board and one other member shall be a member of the Principal
Shopping District Board. At all times, the Board shall include at
least four City residents.
(b) The members shall be appointed by the Mayor with the advice and consent
of the City Council. The Mayor, with the advice and consent of the
City Council, shall appoint the ex-officio member each year during
June to serve for one year starting that following July 1.
(c) The initial appointments shall establish a system of staggered terms
with two members appointed for terms ending June 30, 2018; two members
appointed for terms ending June 30, 2019; and three members appointed
for terms ending June 30, 2020. After the initial terms, members of
the Board shall be appointed for three-year terms, starting on July
1 and ending on June 30.
(d) A vacancy on the Civic Center Place Board shall be filled for the
balance of the vacated term by appointment by the Mayor with the advice
and consent of the City Council.
(e) The City Council may remove a member of the Civic Center Place Board
for misfeasance, malfeasance, or nonfeasance in office, as determined
in the sole discretion of the City Council, after a public hearing.
(f) The City Manager shall appoint a Civic Center Place staff liaison
who shall report to the City Manager concerning the activities of
the Civic Center Place Board.
[Added 11-1-2017 by Ord.
No. 1699]
(a) The Civic Center Place Board shall:
(1)
Oversee all management and operations of the Civic Center Place
in accordance with the Holland City Code so as to provide a place
for meetings, events and activities for the community in a financially
sustainable manner.
(2)
Establish short- and long-term goals for the use, operation
and maintenance of the Civic Center Place.
(3)
Either (i) solicit proposals from, interview and recommend to
the City Council the engagement of a professional event and facilities
management organization to manage the Civic Center Place facilities,
or (ii) recommend to Council an alternate facilities management structure.
The professional event and facilities management organization shall
be engaged by written contract as an independent contractor.
(4)
Establish a fee schedule and policies for the use, booking,
promotion, operation, repair and maintenance of the Civic Center Place,
subject to approval by Council. The policies and fee schedule shall
balance the City's desire to make the facility available for use by
residents of the City and other local persons, organization and groups
with the need or demand to use the Civic Center Place for special
events, conventions or other activities.
(5)
Work with the management organization to carry out the policies
and goals of the Civic Center Place.
(6)
Provide space available for the Holland Farmers' Market and
coordinate activities and efforts with the Farmers' Market market-master.
(7)
Coordinate activities and efforts with the Downtown Development
Board and Principal Shopping District.
(8)
Consult with the City's insurance agent of record and recommend
to the City Council any special insurance needs to protect Civic Center
Place and to protect the City from liabilities.
(9)
Make investigations and studies and conduct research to gather
statistics or data which will aid in operation and management of the
Civic Center Place.
(10)
Advise and consult with the City Council on matters within the
scope of its activity.
(11)
Advise and recommend to the Mayor persons to appoint to the
Board.
(12)
Apply for grants or other funding for the Civic Center Place,
subject to approval by the City Council.
(b) Notwithstanding the above, all legislative, budgetary and contracting
authority and functions shall remain vested in the Council, except
as provided in a contract with a professional event and facilities
management organization.
[Added 11-1-2017 by Ord.
No. 1699]
(a) The Civic Center Place Board shall annually prepare and submit a
budget for the Civic Center Place to the City Manager showing anticipated
revenues and expenditures for the Civic Center Place for the next
fiscal year. The budget shall be submitted to the City Manager not
later than February 15 of each year. The City Council shall adopt
or revise the proposed budget and incorporate it into the City's annual
budget.
(b) The Civic Center Place Board shall consult with the City's Finance
Director and finance staff so that the budget is consistent in format
with the rest of the City's budget and shall comply with the legal
requirements of the City under the City's Charter and state and federal
law.
(c) All Civic Center Place revenue and expenditures shall be subject
to the requirements imposed by the City's Charter, except that the
internal budget, revenue and expenditures of a professional event
and facilities management organization shall be under the control
of that organization. The professional event and facilities management
organization shall not have the power to bind the City by contract
or otherwise incur liabilities or debts of the City.
(d) Notwithstanding Sections
2-41 through
2-45 of the Holland City Code, the Civic Center Place Board may authorize and make purchases of supplies, materials, equipment and contractual services, but only if the purchases are within its budget appropriations. The terms "supplies," "materials" and "equipment" shall be construed to mean any and all articles or items which are reasonably necessary for the Civic Center Place. The term "contractual services" shall mean, but not limited to, utility services and the rental, repair or maintenance of equipment, machinery and other City-owned personal or real property. All purchases shall comply with the quotation and bidding requirements of Section
2-47 et seq.
(e) All purchases under Subsection
(d) shall be by purchase orders on forms approved by the City's Finance Director. Copies of the purchase orders shall be immediately provided to the City's finance office.
(f) All purchases or contracts, other than those allowed under Subsection
(d), shall be by contracts approved by the City Council, signed by the Mayor and Clerk, and approved as to form by the City Attorney.
[Added 11-1-2017 by Ord.
No. 1699]
(a) The Civic Center Place Board shall determine its meeting schedule.
All meetings shall be held in compliance with the Open Meetings Act,
MCLA 15.261 et seq., as amended from time to time.
(b) The Civic Center Place Board shall meet at the Civic Center when
it is available or, when not available, at City Hall or such other
public place designated by the Board.
(c) All documents, meeting minutes and other records of the Civic Center
Place Board shall be and remain records of the City and shall be kept
by the City Clerk in accordance with the City's Charter and shall
be subject to the document retention and destruction policies and
requirements of the City.
(d) All documents, meeting minutes and other records of the Civic Center
Place Board shall be subject to the Michigan Freedom of Information
Act, MCLA § 15.231 et seq., as amended from time to time.
(e) The Civic Center Place Board may adopt (and periodically review,
update and amend) bylaws to establish its rules of organization and
procedure appropriate to the performance of its duties, subject to
approval by Council.