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2014-02 CCAHC createdRESOLUTION NO. 2014 -02 A RESOLUTION OF THE CITY OF OKEECHOBEE, FLORIDA, CREATING A CENTENNIAL CELEBRATION AD HOC COMMITTEE TO PROVIDE IDEAS AND RECOMMENDATIONS PERTAINING TO ALL MATTERS WITH RESPECT TO EVENTS AND ACTIVITIES RELATED TO THE CITY OF OKEECHOBEE CENTENNIAL CELEBRATIONS TO BE HELD THROUGHOUT 2015; PROVIDING FOR QUALIFICATIONS, APPOINTMENTS, AND TERMS FOR COMMITTEE MEMBERS; PROVIDING FOR RULES OF CONDUCT OF THE COMMITTEE; PROVIDING FOR EX- OFFICIO MEMBERS AND SUPPORT STAFF; PROVIDING FOR AUTHORIZED LIMITED BUDGET EXPENDITURES BY THE COMMITTEE; PROVIDING FOR CONFLICT; PROVIDING FOR SEVERABILITY; AND PROVIDING FOR AN EFFECTIVE DATE. WHEREAS, on June 4, 1915, by Chapter 7208, Special Acts 1915, of the Florida Legislature, Okeechobee City was incorporated. Governor Trammel appointed Mayor Peter Raulerson, City Council President C.L. Hatch, City Council President Pro - Tempore C.R. Darrow, Council Members W.L. Coats, S.J. Drawdy, and L.M. Raulerson, and City Clerk H.L. Chandler, as the slate of municipal officers. The first official City Council meeting was held on July 13, 1915, and therefore, the City has been incorporated for 100 years; and WHEREAS, this being a Centennial Anniversary, the City Council for the City of Okeechobee finds that just as the first citizens held a giant celebration with a fish fry, community activities, games, and a musical program, it is in the best interest of its citizens to organize and plan various celebrations throughout the year of 2015; and WHEREAS, planning and fund - raising for a Centennial Celebration requires substantial time and resources, therefore, the City Council of the City of Okeechobee recommends establishing a Centennial Celebration Ad Hoc Committee (CCAHC) to provide ideas and recommendations pertaining to all matters regarding the City's Centennial events and activities to celebrate the City's heritage and to promote awareness of our history; and WHEREAS, the CCAHC will be comprised of seven (7) members who are appointed by the City Council, and who would report to and receive direction and input from the City Council, with terms of membership to begin immediately upon appointment, and sunset on December 31, 2015. NOW, THEREFORE, be it resolved before the City Council for the City of Okeechobee, Florida; presented at a duly advertised public meeting; and passed by majority vote of the City Council; and properly executed by the Mayor or designee, as Chief Presiding Officer for the City, that: SECTION ONE: CREATION, TITLE, AND FUNCTION OF COMMITTEE. The City of Okeechobee's Centennial Year of 2015, is an opportunity to showcase our heritage, promote awareness of our history, and create lasting legacies as we move into the future. This can be achieved by participating in established annual community -wide events and festivals, and by creating new events, and educational initiatives throughout the year that celebrates the City of Okeechobee's past, present, and future. The celebration will begin January 1, 2015, and run through December 31, 2015. The City Council hereby forms the Centennial Celebration Ad Hoc Committee (CCAHC) for the purposes of: A. Advising the City Council, by monthly presentation, on any and all matters with respect to the events and activities related to the City of Okeechobee Centennial in 2015, which focuses on celebrating the City's heritage and promoting awareness of our history. B. Provide ideas and recommendations for the consideration to the City Council, by monthly presentation, for events and activities that celebrates the 100th Anniversary of Resolution No. 2014 -02 Page 1 of 4 the founding of the City of Okeechobee. C. Solicit sponsorships and donations and conduct fund - raising to provide financial assistance for the Centennial events and activities. D. Hear citizens, community organizations, and /or other local groups input on Centennial activities and recommend appropriate action to the City Council. SECTION TWO: QUALIFICATIONS, APPOINTMENTS & TERMS; RULES OF CONDUCT OF COMMITTEE. The Code of Ordinances, Subsection B -Land Development Regulations, Chapter 70- Administration, Division 5- Citizens Boards, provides the regulations, in Sections 70 -121 through 70 -129, for any board comprised of citizens appointed by the City Council. However, for the specific purposes of the CCAHC, the following shall apply: A. The CCAHC shall be comprised of seven (7) regular voting members. B. Membership. 1. Regular Voting Members shall be appointed from among persons in a position to represent the public interest, and should be members that live or work within the City of Okeechobee. (a) Excluding Ex- Officio or support staff, members cannot be an employee of the City of Okeechobee, cannot be an elected official of the City of Okeechobee, Okeechobee County, or State of Florida. Members cannot cause a violation of the State of Florida's dual office holding laws, and anyone currently appointed to local governmental committees, boards or task force, should verify appointment to the CCAHC is allowed by State Law. (b) Should include representatives with various qualifications and include those with community, historical, and commercial interests, and when possible, from local organizations such as, but not limited to: 1- Chamber of Commerce 3 -The Rotary Club 5 -The Economic Council 7- School Board District 9 -First United Methodist Church 2015 Centennial Committee 2- Okeechobee Main Street 4 -The Kiwanis Club 6- Retired Educators Association 8- Historical Society 10 -First Baptist Church 2015 Centennial Committee 2. Advisory Non - Voting Members may be required by law or rule, requested by an entity, or suggested by the City Council, City Staff, or the CCAHC. Their purpose shall be to serve as an advisory member, participate in all discussions, offer opinions or advise, or otherwise represent and act, on behalf of the entity they are representing. Member(s) will not be subject to attendance requirements, unless stipulated upon their appointment by the City Council. (a) Any Advisory Member whose appointment is mandated by Federal law, State Legislation, local ordinance or rule, shall be appointed as stipulated by such law or rule, and implemented by interlocal agreement between the City and the other entity requesting the appointment. Such agreement shall set forth the term, duties, attendance, obligations, and whether appointment is by the City Council, or the entity requesting the appointment. C. The terms of CCAHC shall begin immediately upon appointment of all regular voting members, and sunset on December 31, 2015. D. Should vacancies arise, they shall be filled by the City Council as quickly as possible for the unexpired term of the resigning member. E. Members of the CCAHC are considered volunteers, and shall not receive a salary for their service. Resolution No. 2014 -02 Page 2 of 4 F. The CCAHC's rules of procedure for conducting their meetings will follow Roberts Rules of Order, and govern themselves civilly, keeping applicable laws of the City and State Statutes. 1. The CCAHC's purpose is to act for gathering facts and information, and making recommendations to the City Council, and is therefore subject to the Sunshine Laws. 2. CCAHC Members will be required to file a State of Florida, Financial Disclosure Form 1 upon being appointed, and Form 1 -Final upon resignation, or sunset of term. 3. Upon the initial meeting of the Committee, a Chairperson and Vice Chairperson will be elected among the members. The responsibilities of the Chair shall be to conduct the meetings in an efficient manner, regulate and facilitate discussion, present recommendations and /or reports to the City Council on behalf of the CCAHC, and ensure compliance of the Sunshine Laws. The Vice Chair serves in this same capacity during the absence of the Chair. G. The CCAHC meetings will be advertised by the Office of the City Clerk, as required by Florida Statute, so the public may attend and contribute. Meetings should be held on a regular schedule, to be determined by the members. Meetings that are not regularly scheduled shall not be held without at least three days notice to each member. H. At least four (4) members must be present in order to conduct business. 1. Should there be less than four members present, the Chair shall call the meeting to order, have the secretary call the role, and publically announce the adjournment of the proceeding, due to a lack of a quorum. 2. In the event that the Chair and Vice Chair are both absent, the Secretary shall call the meeting to order, role call, and present the floor open for a member to be appointed to serve as "Chairperson Pro - Tempore" for the duration of the meeting. The Committee shall keep minutes of its proceedings showing the vote of each member, or if absent, failing to vote indicating such fact. All matters, documents, posters and media, presented at the meetings shall become part of the minutes, and a public record, filed and retained by the Office of the City Clerk. SECTION THREE: EX- OFFICIO MEMBERS AND SUPPORT STAFF FOR COMMITTEE. A. The City Administrator or designee shall serve as non - voting ex- officio member of the CCAHC. B. The City Clerk or designee shall serve as secretary to the CCAHC. C. The Director of Public Works or designee shall serve as non - voting ex- officio member of the CCAHC. SECTION FOUR: FUND - RAISING AND SPONSORSHIP; AUTHORIZED LIMITED BUDGET EXPENDITURES. A. The CCAHC shall develop individual and corporate sponsorship packets as a means to provide financial assistance for the Centennial Celebration events and activities. B. The CCAHC shall conduct fund - raising through projects and events which will assist to provide financial assistance for the Centennial Celebration events and activities. C. The CCAHC is authorized to consider, approve or deny expenditures for goods, equipment, and /or services necessary to carry out the duties to which they have been tasked. 1. All considerations for expenditures, including methods for obtaining quotes, and formal bidding procedures will be performed as regulated in Chapter 2 of the Code of Ordinances, Florida Statutes, or other state law. Resolution No. 2014 -02 Page 3 of 4 2. Requests for expenditures, which total is less than $7,500.00, are to be submitted to the City Administrator for approval, and prior to the CCAHC taking final action to approve, award, commit to, or order any goods, equipment, or receive services. 3. Requests for expenditures, which total exceeds $7,500.00, are to be submitted to the City Administrator for approval by the City Council, and prior to the CCAHC taking final action to approve, award, commit to, or order any goods, equipment, or receive services. D. A fund will be established to process all transactions for the Centennial Celebration events, and activities. E. The Finance Department will maintain and process all financial records, receivables, and payables; and will submit Monthly Detail Reports periodically to the CCAHC and City Council. SECTION FIVE: CONFLICT. All Resolution or parts of Resolutions in conflict herewith are hereby repealed. SECTION SIX: SEVERABILITY. If any section, subsection, sentence, clause, phrase or portion of this Resolution, or application thereof shall for any reason be held invalid or unconstitutional by any court of competent jurisdiction, such portion or provision and such holding shall not affect the validity of the remaining portions or applications here. SECTION SEVEN: EFFECTIVE DATE. This resolution shall become effective immediately upon its adoption. INTRODUCED AND ADOPTED in regular session this 20th day of May, 2014. ATTEST: Lane amiotea, MC, City Clerk REVIEWED FOR LEGA John R. Cook, C y SU ICIENCY: rney Resolution No. 2014 -02 Page 4 of 4 James E. Kirk, Mayor