AGENDA. MCCUNE COLLECTION COMMISSION REGULAR MEETING 5:00 PM. January 7, 2019 Council Chambers

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1 Council Chambers Council Chambers 2 nd Floor 555 Santa Clara Street Vallejo, CA AGENDA MCCUNE COLLECTION COMMISSION REGULAR MEETING 5:00 PM. January 7, 2019 Council Chambers COMMISSIONERS Guy Brookshire, Chair Noah Dove, Vice Chair Joanne Schivley, Treasurer Henry Beecher Ken Innes Julie Stratton Thia Markson This AGENDA contains a brief general description of each item to be considered. The posting of the recommended actions does not indicate what action may be taken. If comments come to the McCune Collection Commission without prior notice and are not listed on the AGENDA, no specific answers or response should be expected at this meeting per State law. Pursuant to the Government Code Section (The Brown Act), members of the public shall be afforded the opportunity to speak on any agenda item of interest to them provided they are first recognized by the presiding officer. Members of the public wishing to be so recognized are requested to submit a completed speaker card to the Executive Secretary of the Commission prior to the consideration of the item. Those wishing to address McCune Collection Commission on any matter for which another opportunity to speak is not provided on the AGENDA but which is within the jurisdiction of the McCune Collection Commission to resolve may come forward to the podium during the "COMMUNITY FORUM" portion of the AGENDA. Members of the public have the right to speak on any item on this agenda. Those wishing to address the McCune Collection Commission: 1) during the Community Forum are limited to three minutes pursuant to Vallejo Municipal Code Section ; and 2) on a Consent Calendar item are limited to three minutes pursuant to Vallejo Municipal Code Section Notice of Availability of Public Records: All public records relating to an open session item, which are not exempt from disclosure pursuant to the Public Records Act, that are distributed to a majority of the commissioners will be available for public inspection at the City Clerk s Office, 555 Santa Clara Street, 3 rd Floor, Vallejo, CA at the same time that the public records are distributed or made available to the commissioners. Such documents may also be available on the City of Vallejo website at subject to staff s ability to post the documents prior to the meeting. Information may be obtained by calling (707) , Want more City Information - Members of the public can: Like us on Facebook ( Sign up to receive City Communications via ( Sign up to receive City updates and get connected with your neighbors on Nextdoor ( McCune Room is ADA compliant. Devices for the hearing impaired are available from the City Clerk. Requests for disability related modifications or accommodations, aids or services may be made by a person with a disability to the City Clerk no less than 72 hours prior to the meeting as required by Section 202 of the Americans with Disabilities Act of 1990 and the federal rules and regulations adopted in implementation thereof. Please call (707) if outside gate is closed.

2 CITY OF VALLEJO MCCUNE COLLECTION COMMISSION AGENDA January 7, 2019 Page 2 1. CALL TO ORDER 2. ROLL CALL 3. COMMUNICATIONS A. Report from City staff to the McCune Collection Commission Janitorial for McCune Room Rules of Decorum Ordinances Open House Provisions Security Hourly Rate PC for Collection Use B. Report from Council Liaison to the McCune Collection Commission C. Report from McCune Foundation to the McCune Collection Commission D. Others 4. COMMUNITY FORUM Anyone wishing to address the commission on any matter for which another opportunity to speak is not provided on the agenda, and which is within the jurisdiction of the commission to resolve, is requested to submit a completed speaker card to the Executive Secretary of the Commission. When called upon, each speaker should state his /her name, and address for the record. The conduct of the community forum shall be limited to a maximum of fifteen (15) minutes, with each speaker limited to three minutes pursuant to Vallejo Municipal Code Section CONSENT CALENDAR AND APPROVAL OF AGENDA Members of the public wishing to address the commission on Consent Calendar Items are requested to submit a completed speaker card to the Executive Secretary to the Commission. Each speaker is limited to three minutes pursuant to Vallejo Municipal Code Section Requests for removal of Consent Items received from the public are subject to approval by a majority vote of the commission. Items removed from the commission will be heard immediately after approval of the Consent Calendar and Agenda. A. Approval of Agenda & Minutes Recommendation: By motion, approve the agenda for the regular meeting, January 7, 2019 of the McCune Collection Commission and approval of the minutes from the December 3, 2018 regular meeting. 6. CHAIR S REPORT 7. RECURRING BUSINESS A. Acquisition of Items Donated to the McCune Collection Action: By motion approve/deny acquisition of donated item(s). B. Submission of Monthly Receipts for Reimbursement C. McCune Room use requests Action: By motion approve/deny room use request. D. Mini-Exhibit Action: Discuss next exhibit theme. 2

3 CITY OF VALLEJO MCCUNE COLLECTION COMMISSION AGENDA January 7, 2019 Page 3 E. Set McCune Collection Schedule: Docent Hours Saturday, February 2, 12-2 pm: Saturday, February 9, 12-2 pm: Tuesday, February 12, 2-4 pm: Saturday, February 16, 12-2pm: Saturday, February 23, 12-2pm: Tuesday, February 26, 2-4 pm: Special Programs Writers Workshop: Friday, February 1, 7-9 pm: Chair Brookshire, Commissioner Innes Graphic Arts Group, Friday, February 8, 7-9 pm: Vice Chair Dove 2nd Friday Artwalk, Friday, February 8, 5-9 pm: Book Club: Sunday, February 10, 3-5 pm: Chair Brookshire Writers Workshop: Friday, February 15, 7-9 pm: Chair Brookshire Open House, Sunday, February 17, 2-4pm: 8. NEW/UNFINISHED BUSINESS A. Formation of Ad-Hoc Committee to Develop the FY Budget Recommendation Action: By motion, appoint no more than 3 Commissioners to serve on the committee. B. Open House Planning Discuss: Program and activity plan. C. Treasurer Report Action: Receive and by motion approve Treasurer Report (attachment). D. Discussion on policy formation process Discuss: Ways to streamline/improve the policy formation process. E. Review and Approve Amendments to the Collection Acquisition Policy Action: By motion, approve submitting 'Commission Collection Acquisition and Deaccessioning Policy' draft to staff for review & comment (attachment). F. Review and Approve Room the Obligations and Rights of Officers Policy Action: By motion, approve submitting 'Obligations and Rights of Officers Policy' draft to staff for review & comment (attachment). G. Review and Approve Commission Rules & Procedures 3

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5 Council Chambers JFK Library Building Vallejo Room - First Floor 505 Santa Clara Street Vallejo, CA Minutes MCCUNE COLLECTION COMMISSION REGULAR MEETING 5:00 PM. December 3, 2018 Vallejo Room COMMISSIONERS Henry Beecher, Chair Guy Brookshire, Vice Chair Joanne Schivley, Treasurer Ken Innes Noah Dove Julie Stratton Thia Markson 1. CALL TO ORDER 5:00 p.m. 2. ROLL CALL Chair Beecher Vice Chair Brookshire Commissioner Dove Commissioner Stratton Commissioner Innes Commissioner Markson Commissioner Schivley Staff Secretary: Assistant to the City Manager Altman 3. COMMUNICATIONS A. Report from City staff to the McCune Collection Commission Janitorial for McCune Room Rules of Decorum Ordinances New security service contract approved by the City Council, First Security Services B. Report from Council Liaison to the McCune Collection Commission C. Report from McCune Foundation to the McCune Collection Commission Foundation met, talked mostly about providing prosecco and finger food. D. Others Thank you note for using the foyer from Sister Cities. 4. COMMUNITY FORUM None 5. CONSENT CALENDAR AND APPROVAL OF AGENDA A. Approval of Agenda & Minutes Recommendation: By motion, approve the agenda for the regular meeting, December 3, 2018 of the McCune Collection Commission and approval of the minutes from the November 5, 2018 regular meeting. Motion to approve the November 5, 2018 minutes, and approve the regular meeting agenda of December 3, 2018, corrected 7.D to Humane Society made,

6 CITY OF VALLEJO MCCUNE COLLECTION COMMISSION MINUTES December 3, 2018 Page 2 delaying item 8.A until commissioner Schivley arrives by Vice Chair Brookshire, seconded by Commissioner Markson all in favor. 6. CHAIR S REPORT November 20 Humane Society never showed up because they did not know how to gain access of the room. Please use the calendar for docent hours. 7. RECURRING BUSINESS A. Acquisition of Items Donated to the McCune Collection Action: By motion approve/deny acquisition of donated item(s). The Book Club of California Quarterly LXXXIII Number 4, October 2018, Special Issue 2018 The Book Club of California Keepsake, Jack Stauffacher: A Man for all Season B. Submission of Monthly Receipts for Reimbursement Hospitality receipts submitted for janitorial, hospitality, office and toner. C. McCune Room use requests Action: By motion approve/deny room use request by the North Bay Human Society on the third Tuesdays of December 2018 and January No request for December. No action taken. D. Mini-Exhibit Action: Discuss next exhibit theme. Christmas by Robert Sabuda E. Set McCune Collection Schedule: Docent Hours Saturday, January 5, 12-2 pm: Chair Beecher Saturday, January 12, 12-2 pm: Chair Beecher Tuesday, January 15, 2-4 pm: Commissioner Stratton, Commissioner Innes Saturday, January 19, 12-2pm: Chair Beecher Saturday, January 26, 12-2pm: Chair Beecher Tuesday, January 29, 2-4 pm: Special Programs Writers Workshop: Friday, January 4, 7-9 pm: Vice Chair Brookshire Graphic Arts Group, Friday, January 11, 7-9 pm: Commissioner Dove 2

7 CITY OF VALLEJO MCCUNE COLLECTION COMMISSION MINUTES December 3, 2018 Page 3 2nd Friday Artwalk, Friday, January 11, 5-9 pm: Commissioner Schivley, Commissioner Stratton Book Club: Sunday, January 13, 3-5 pm: Vice Chair Brookshire, Commissioner Stratton (tentative) Writers Workshop: Friday, January 18, 7-9 pm: Vice Chair Brookshire Open House, Sunday, January 20, 2-4pm: Commissioner Stratton, Commissioner Dove, Commissioner Innes, Chair Beecher Room Use Request Tuesday, December 18, 6-9pm, Humane Society of the North Bay Meeting Canceled 8. NEW/UNFINISHED BUSINESS A. Elections for Officer Positions Action: Nominate and vote on Officer positions. By motion, approve officers for the calendar year Chair Commissioner Innes nominated Vice Chair Brookshire Commission Markson nominated Commissioner Brookshire and Commissioner Dove Vote: Commissioner Innes Vice Chair Brookshire Commissioner Stratton Vice Chair Brookshire Chair Beecher Vice Chair Brookshire Vice Chair Brookshire Commissioner Dove Commissioner Thia Markson Commissioner Dove Commissioner Joanne Schivley - Vice Chair Brookshire Commissioner Noah Dove Commissioner Dove Commissioner Brookshire as elected Chair. Vice Chair Commission Markson nominated Commissioner Dove for Vice Chair Chair Beecher nominated Commissioner Innes Commissioner Innes declined Motion to appoint Commissioner Dove made by Commissioner Brookshire, seconded by Commissioner Markson, all in favor. Treasurer Chair nominates Commissioner Schivley to continue as Treasurer. Motion to appoint Commissioner Schivley as Treasurer made by Commissioner Markson, seconded by Chair Beecher, all in favor. 3

8 CITY OF VALLEJO MCCUNE COLLECTION COMMISSION MINUTES December 3, 2018 Page 4 B. Purchase of Fortres Software for Electronic Visitor Sign-in Kiosk Action: By motion, approve $39.99 expenditure for kiosk software (attachment). No action. Work with City staff on available computer and whether software to do this exists. C. Review and Approve Commission Rules & Procedures Action: By motion, approve submitting 'Commission Rules & Procedures' draft to staff for review & comment (attachment). Motion to delay to January meeting made by Commission Stratton, seconded by Commissioner Dove, all in favor. D. Formation of Ad-Hoc Committee to draft a Commission Roles & Duties Policy Action: By motion, appoint no more than 3 Commissioners to serve on the committee. Motion to appoint Ad-Hoc Committee composed of Commissioner Dove and Vice Chair Brookshire made my Commissioner Markson, seconded by Commissioner Innes, all in favor. E. Review and Approve Equipment Use Policy & Chart Action: By motion, approve submitting 'Equipment Use Policy & Chart' draft to staff for review & comment (attachment). 5.b proposal section 5.c agreement approved by city include intellectual property rights 5.i use of supplies approved by Commission Motion to approve the Equipment Use Policy & Chart as amended made by Commissioner Markson, seconded by Commissioner Innes, all in favor. F. Review and Approve Amendments to the Collection Acquisition Policy Action: By motion, approve submitting 'Commission Collection Acquisition and Deaccessioning Policy' draft to staff for review & comment (attachment). Motion to continue item to January made by Commissioner Dove, seconded by Commissioner Innes, all in favor except Chair Beecher who abstained. G. Discussion on policy formation process Discuss: Ways to streamline/improve the policy formation process. Meeting ran over. Continued to January. 4

9 CITY OF VALLEJO MCCUNE COLLECTION COMMISSION MINUTES December 3, 2018 Page 5 9. ACTIVITY REPORTS A. Program Series December 9 event moved to December 16 at 2-4 pm. B. Website C. Art Walk D. Volunteer Program E. Writers Workshop F. Graphic Arts Group G. Book Club 10. ANNOUNCEMENTS 11. FUTURE AGENDA ITEMS A. Discussion of Agenda Items for Future Meetings i. Role of Foundation ii. Municipal Code Amendments iii. Use of the Albion Press iv. Grant Update v. Academic Outreach (McCune data on OAC) 12. NEXT MEETING DATE: January 7, ADJOURNMENT 6:31 p.m. 5

10 McCune Collection Commission Treasurer's Report and Comments July 1, 2018 thru December 31, 2018 Opening Balances: Endowment COV Opening Budget Closing Budget 2, , , Facility Maintenance Program Janitorial Supplies Office Supplies (29.52) Security Services CoV Collection Maintainance Program Acquisitions Preservation/Archival CoV , Display Outreach Program Hospitality & Supplies Printing Mailing/Postage Program Reserve Contingency , , , Period Totals: Closing Balances: 1, ,

11 McCune Commission McCune Collection Acquisition & Deaccessioning Policy I. Title: McCune Collection Acquisition and Deaccessioning Policy II. Purpose: The policy herein serves to define and regulate McCune Collection acquisitions and deaccessions. The Commission considers acquisition priorities to include additional books, equipment, and/or material which fill in gaps or significantly enhance the existing collection. III. Definitions: A. Permanent Collection: as used herein, Permanent Collection refers specifically to any items in the McCune Room either explicitly identified or part of a category explicitly identified in the most recent professional appraisal of the Collection. B. Furnishings: as used herein, furnishings refers specifically to any items in the McCune Room either not explicitly identified or not part of a category explicitly identified in the most recent professional appraisal of the Collection. C. Incunabula as used herein, incunabula refers specifically to any items from the inception of moveable-type printing until the early 1500s. D. Early printing: as used herein, early printing refers specifically to items from the early 1500 s thru the 1600s. E. Californiana: as used herein, Californiana refers specifically to material reflecting special attention on Vallejo and Solano County history, the San Francisco Bay Area history and then on the history of the rest of the state respectively. This includes books, broadsides, maps, photographs, illustrations and pamphlets on the history and culture of California with an emphasis on Vallejo and Solano County, as well as especially scarce and rare California titles. F. Fine printing: as used herein, fine printing refers specifically to material differentiated by the production values that go into manufacturing such editions which includes the printer, the design, the typography, the quality of paper, the binding, the illustrations, the mode or means of printing, and a low limit on the number produced (also includes limited edition publications). G. Fine prints and historic photographs: as used herein, fine prints and historic photographs refers specifically to items such as handmade lithographs. H. Latin & Greek language books: as used herein, Latin & Greek language books refers specifically to classics printed in their original language. I. Periodicals: as used herein, periodicals refers specifically to material dealing with the history of printing and/or the graphic arts. J. Equipment: as used herein, equipment refers specifically to any items or objects related to letter press printing technology including but not limited to printing devices, binding implements, brayers, ink, paper, etc. K. Significant and notable: as used herein, the determination of what constitutes significance or notability will be determined on a case by case basis by the members of the McCune Commission involved in any given acquisition approval process. L. Endowment: as used herein, Endowment refers specifically to the McCune Collection Endowment Fund as established by 3.30 of the Vallejo municipal code. M. Fiscal Agent: as used herein, fiscal agent refers specifically to the 501(c)3 entity authorized by the City of Vallejo to coordinate contributions to the Endowment, or the Finance Director for the City of Vallejo in the absence of any such designation. IV. Policy:

12 A. The McCune Collection Commission is responsible for recommending to Vallejo City Council appropriate policies and guidelines concerning matters related to McCune Collection acquisitions and deaccessioning, and for enforcing such policies upon their authorization. B. The acquisition of additional books, equipment and/or material for the permanent Collection, whether purchased or donated, shall be guided by the McCune Collection Acquisition Criteria. C. The acquisition of additional books, equipment and/or material for the permanent Collection, whether purchased or donated, is subject to the procedures in section V(A-D). D. The acquisition of items classified as furnishings whether purchased or donated, is subject to the procedures in section V(A-D). E. Deaccessioning items in the permanent collection is subject to the procedures in section V(E-I). F. Deaccessioning is to be done prudently (e.g. without breaking up sets) for good cause and is not to be done arbitrarily or without sound justification. G. Deaccessioning an item in the permanent Collection which is known to be part of Dr. McCune s original bequest is an exceptional event requiring special justification such as the acquisition of a duplicate item in better condition. H. Exceptions to any part of the McCune Collection Acquisition & Deaccessioning Policy must be authorized in advance by the McCune Collection Commission. V. Procedures: A. Budgeting Endowment funds to purchase additional books, equipment and/or material for the permanent Collection as well as items classified as furnishings is subject to the McCune Collection Budgeting & Expenditure Policy. B. Any donation of additional books, equipment and/or material for the permanent Collection as well as items classified as furnishings must receive the approval of a majority of the McCune Commission in response to a duly agendized action item during any regular or special Commission meeting and is subject to any final approvals imposed by Vallejo City Council. C. Any acquisitions to the permanent Collection whether by purchase or donation are to be added to the McCune master inventory. D. Any request for a letter of acknowledgement by a donor of an item approved for donation is to be forwarded to the McCune Collection fiscal agent. E. Deaccessioning any item in the permanent Collection which is known to be part of Dr. McCune s original bequest must be specifically authorized by Vallejo City Council in response to a written recommendation of the McCune Collection Commission approved by a majority of the Commission in response to a duly agendized action item. F. Deaccessioning any item in the permanent Collection which is known to have been acquired subsequent to Dr. McCune s original bequest requires the approval of a majority of the McCune Commission in response to a duly agendized action item and is subject to any final approvals imposed by Vallejo City Council. G. Deaccessioning of any item in the permanent Collection may only be done by sale or donation, preferably to an organization such as a library, museum or other entity capable of properly caring for the item and providing public access to the item. H. Proceeds from the sale of any deaccessioned item(s) are to be forwarded to the McCune Collection fiscal agent for contribution to the principal of the Endowment fund per the McCune Budgeting & Expenditure Policy. I. Deaccessions from the permanent Collection are to be removed from the McCune master inventory. VI. Additional Information: A. McCune Collection Acquisition Criteria B. McCune Collection Appraisal dated April 18 th 2017 C. McCune Collection Budgeting & Expenditure Policy McCune Collection Acquisition Criteria

13 1) Books and material that may enhance the existing major collections: Incunabula, History of Printing (Baskerville Press, Kelmscott Press, Doves Press, Ashendene Press, Grabhorn Press, Nonesuch Press), Latin Books, Californiana, Pop-up Books. Art Prints - especially of Henry Evans and other notable artists. 2) Books and material produced by other notable printers such as Jenson, Elzevier, Plantin, Barbou, Pine, Bodoni, etc. from the 16 th to 19 th Centuries. 3) Books and material produced by other notable fine printers and small presses of the 20 th and 21 st Centuries, such as John Henry Nash, Grabhorn Press, Nonesuch Press, Bruce Rogers, Limited Editions Club, Book Club of California, Arion Press, Circle Press, etc. 4) Books and material dealing with the book arts such as design, typography, bindings, papermaking, marbling, fore-edge painting, book illustrations and printmaking. 5) Significant first editions and limited edition books; autographed and inscribed books with historic significance; copies of books associated with and/or owned by notable writers, printers, artists, scholars, and collectors as signified by inscriptions and/or bookplates. 6) Books of historical or artistic importance due to their printing, binding or illustrations. 7) Books or items dealing with incunabula and the early history of printing. 8) Periodicals dealing with the history of printing and graphic arts. 9) Books, photographs, images and publications which were printed prior to 1923 which can be digitized on the McCune website and would attract online attention to the Collection. 10) Books or items of unusual format such as manuscripts, broadsides, historic newspapers, rare maps, miniature books and one-of-a-kind artistic books. 11) Significant and historic books concerning the Philippines, historic illustrated reference books prior to 1923, significant children s books printed before 1923 as well as important children s books of any year illustrated or written by significant authors or illustrators. 12) Books and material not meeting the above criteria (1-11) but having significant information concerning publications and prints in the McCune Collection, or concerning any significant printers, publishers, artists or historic figures referred to in the McCune Collection. Such non-core books and material serve as an ancillary resource for reference purposes only. 13) Books that were originally in the McCune Collection but were sold in the 1986 auction in order to establish an endowment fund. 14) Equipment and technology related to letter-press printing and binding. 15) Other such books, equipment and/or material that the McCune Commission may deem appropriate for the McCune Collection.

14 McCune Commission McCune Collection Policy Concerning the Obligations and Rights of Officers I. Title: McCune Collection Policy Concerning the Obligations and Rights of Officers II. III. Purpose: These principles serve to define, clarify, and regulate the actions of McCune Collection Commissioners and Volunteers in their roles assigned by the commission to perform the duties and fulfill the obligations assigned. Definitions of Offices: All commissioners are appointed by the city council, and duties and obligations to that body, primarily advisory in nature, are foremost. In the context of the commission, it is necessary and appropriate to divide labor and delegate responsibilities to best serve the collection and its patrons. Those most responsible for the execution of specific responsibilities, delineated below, will be referred to as officers and their functions described as roles, so we may speak of the roles of officers. IV. Policy: The following list of offices may be expanded as the McCune Collection s programs expand to better serve the interests of its patrons: Chair, Vice Chair, Treasurer, Curator, Program Coordinator, Volunteer Coordinator, Press Director. Their roles are as follows: A. Chair: the chair facilitates the meetings, coordinates with the treasurer to report on the budget, and cooperates with the Assistant to the City Manager to review the minutes and prepare the agenda. B. Vice Chair: The Vice Chair fulfills the role of the chair in the chair s absence. C. Treasurer: D. Curator: The curator serves as the expert on the collection s history, content, and use. The curator is responsible for and should be consulted regarding the disposition and presentation of the collection and its web-page. The curator should be made aware of questions regarding the collection s history and content from patrons. E. Program Coordinator: A coordinator will be responsible for creating, scheduling, and organizing events in the McCune Room. Program Coordinators will serve as liaisons between members of the public and the commission for the same purposes. All room use must be approved by the commission. F. Volunteer Coordinator: G. Press Director: V. Procedures: A. All commissioners of the McCune Collection are encouraged in the strongest possible terms to advance the interest of the collection and its patrons, regardless of office and role. In order to best achieve these goals, commissioners should coordinate their efforts with the officers chiefly responsible for the relevant role. B. All commissioners are responsible for reporting their communications on behalf of the McCune collection to the officer in question and the commission as a body during the Communications item on the agenda. This may be an account, although it may be appropriate to submit certain communications for the record.

15 RULES & PROCEDURES McCUNE COLLECTION COMMISSION ARTICLE 1 NAME, LOCATION AND PURPOSE SECTION 1. COMMISSION NAME AND LOCATION The Commission name is specified by Vallejo Municipal Code and referred to hereafter as simply the Commission. Outside of Commission meetings, the Commission uses the Donovan J. McCune Room at 505 Santa Clara Street in Vallejo, California as its principal location for public engagement. SECTION 2. COMMISSION MUNICIPAL PURPOSE AND PUBLIC MISSION The municipal purpose of the Commission is described in of the Vallejo Municipal Code. The Commission s role with respect to the McCune Collection Endowment Fund is detailed in 3.30 of the Vallejo Municipal Code. The public mission of the Commission shall be to provide public access to the McCune Collection; inspire interest in the Arts of the Book, the Collection and related resources as well as academic outreach; provide educational and cultural programs and activities actively involving a diverse public; advance the Collection with relevant acquisitions; enrich the culture of the local community; and preserve the Collection for future generations. SECTION 1. NUMBER AND POWERS ARTICLE 2 MEMBERS The number of members serving on the Commission is regulated by of the Vallejo Municipal Code. The authority granted to the Commission is described in 2.51 of the Vallejo Municipal Code SECTION 2. ROLE The role of Commission members shall be to: attend Commission meetings and other functions such as special events; review agenda and supporting materials prior to Commission meetings; be willing to serve on subcommittees or task forces; assist the Commission in carrying out its fiduciary responsibilities, such as reviewing the Commission's financial reports and annual budget; generally perform all duties of a Commissioner specified in the McCune Collection Policy & Procedure Book; suggest possible advisors to the McCune Commission who could make meaningful contributions to the activities of the Commission; support the activities of the McCune Collection; and increase the popularity and public image of the McCune Collection. Commissioners shall maintain a positive, helpful and friendly demeanor in order to promote the public image of the Collection and its fulfillment of the public good. 1 Corresponding hyperlinks are found in the Addendum

16 SECTION 3. APPOINTMENT & TERMINATION The appointment of members to the Commission by Vallejo City Council is regulated by of the Vallejo Municipal Code. The term of office for members of the Commission is specified in of the Vallejo Municipal Code. Termination of Commission membership is regulated by of the Vallejo Municipal Code. SECTION 4. RESIGNATION AND REMOVAL The manner in which a Commissioner may resign is described in of the Vallejo Municipal Code. The manner in which a Commissioner may be removed is regulated by of the Vallejo Municipal Code. SECTION 5. VACANCIES The manner in which vacancies on the Commission are filled by Vallejo City Council is regulated by of the Vallejo Municipal Code. SECTION 6. CENSURE Any Commissioner may be censured by a two-thirds majority vote of the Commission in response to a duly agendized action item. Censured Commissioners may not submit agenda items or make motions at meetings; nor may they sit on subcommittees; nor may they represent the Commission in an official capacity to the public or government agents. A censured Commissioner may be subject to further disciplinary action as voted by two-thirds majority of the Commission within the limits of the Vallejo Municipal Code and California State Law. A Commissioner shall be subject to censure and its restrictions until revoked by a two-thirds majority vote of the Commission. SECTION 1. PLACE OF MEETINGS ARTICLE 3 MEETINGS The Commission shall meet in Vallejo City Council Chambers at 555 Santa Clara Street, Vallejo, CA or if otherwise necessary at the Donovan J. McCune Room of the JFK Library Building, 505 Santa Clara Street, Vallejo, CA SECTION 2. ANNUAL AND REGULAR MEETINGS For the purpose of officer elections, the annual meeting shall be held in December. Regular Commission meetings shall be held at least quarterly and special meetings in all other months.

17 SECTION 3. SPECIAL MEETINGS Special meetings of the Commission may be called by a quorum as needed provide a qualified Vallejo City staff member is concurrently available. Members of duly formed subcommittee s (i.e. ad hoc committees) may accomplish their work via phone, text or in addition to meeting. SECTION 4. NOTICE OF MEETINGS Per the Brown Act, notices of Commission Meetings and Agendas will be posted at Vallejo City Hall seventy-two (72) hours before the date of the meeting. SECTION 5. CONTENTS OF NOTICE The Notice of Meeting and/or Agenda shall specify the place, day and time of the meeting. The purpose of the meeting will be specified in the Agenda. SECTION 6. QUORUM FOR MEETINGS A quorum shall consist of four (4) members of the Commission. If no quorum is present at the meeting, the meeting shall be adjourned. SECTION 7. MAJORITY ACTION AS COMMISSION ACTION Every act or decision done or made by a quorum (i.e. four) of the Commission members present at a meeting duly held at which a quorum is present is an act of the Commission, unless the Commission Rules & Procedures, Vallejo Municipal Code, or the California Brown Act require a greater percentage or different voting rules for approval of a matter by the Commission. SECTION 8. CONDUCT OF MEETINGS Meetings shall be presided over by the Chair of the Commission, or in his/her absence, by the Vice-Chair, or by a member chosen by a majority of the Commission members at the meeting. Meetings shall be governed by the Brown Act and where not otherwise specified therein by Rosenberg s Rules of Order, as such Acts and Rules may be revised from time to time, and insofar as such Acts and Rules are not inconsistent with or in conflict with any provisions of California state law. SECTION 1. NUMBER OF OFFICERS ARTICLE 4 OFFICERS The Commission shall have the following three (3) officers: a Chairperson ( Chair ), a Vice- Chair, and a Treasurer. The Commission may also elect additional officers as needed. Any number of offices may be held by the same person except that the Treasurer and Chair of the Commission may not be concurrently held by the same person.

18 SECTION 2. QUALIFICATION, ELECTION, AND TERM OF OFFICE Any Commission member may serve as an elected officer of the Commission. Officers shall be elected by the Commission members and shall hold office until s/he resigns, is removed, or is otherwise disqualified to serve; or until his/her term expires and his/her successor shall be qualified and elected, whichever occurs first. The Commission may at any time, by a majority vote, define term lengths and/or limit the number of successive terms for any office other than the Chair for whom term limits are imposed by of the Vallejo Municipal Code. SECTION 3. REMOVAL AND RESIGNATION Any officer may be removed at any time by a majority of the Commission in response to a duly agendized action item. Any officer may resign at any time by giving written notice to the Chair, Vice-Chair, or a quorum of the Commission. In an emergency oral notice may be given to be followed by written notice as soon as practical. Any such resignation shall take effect at the date of receipt of such notice. SECTION 4. VACANCIES Any vacancy caused by the death, resignation, removal, disqualification, or otherwise, of any officer shall be filled by the Commission. In the event of a vacancy in any office other than that of the Chair, such vacancy may be filled temporarily by appointment of the Chair until such time as the Commission shall fill the vacancy. Vacancies occurring in the offices of additional officers elected at the discretion of the Commission may or may not be filled as the Commission may determine. SECTION 5. DUTIES OF THE CHAIR The duties of the Chair shall be to preside at all meetings of the Commission; prepare or have prepared all documents authorized by the Commission including agenda, minutes, and budgets; and generally perform all duties associated with that office as specified in the McCune Collection Policy & Procedure Book. SECTION 6. DUTIES OF THE VICE-CHAIR The Vice-Chair, in the event of the absence or disability of the Chair, or a vacancy in that office, shall assume and perform the duties and functions of the Chair. SECTION 7. DUTIES OF THE TREASURER The Treasurer shall prepare and present regular financial reports based on allocations from the McCune Endowment Fund, proceeds from any COV subsidies approved by the City of Vallejo and vendor or member expense claims submitted for reimbursement. The Treasurer shall assist in preparing the Annual Budget and associated documents. The Treasurer shall also prepare an Annual Fiscal Report. The Treasurer shall generally perform all duties associated with that office as specified in the McCune Collection Policy & Procedure Book

19 SECTION 8. DUTIES OF ADDITIONAL OFFICERS Any additional officers shall be allowed to exercise their assign roles and responsibilities without the involvement of other Commissioners unless by consent of that officer or a majority vote of the Commission. ARTICLE 5 SUBCOMMITTEES SECTION 1. FORMATION OF SUBCOMMITTEES As needed, the Commission may form subcommittees by a majority vote of the Commission in response to a duly agendized action item. Subcommittees shall consist of at least one (1) but no more than three (3) members of the Commission. In addition to the prescribed number of Commission members, such subcommittees may also include advisory persons who are not members of the Commission. Subcommittees are responsible for reporting all activities and actions taken by members, or by the subcommittee as a whole, to the Commission during regular meetings. The scope of subcommittee activities and actions is at the sole discretion of the Commission itself. SECTION 2. MEETINGS AND ACTIONS OF SUBCOMMITTEES The time for regular meetings of subcommittees may be fixed by resolution of the full Commission or by the subcommittee itself. The timeframe for special meetings of subcommittees, especially budget subcommittees, may be fixed by the full Commission. The full Commission may adopt rules and regulations pertaining to the conduct of subcommittee meetings provided such rules and regulations are not inconsistent with the provisions of the Commission Rules & Procedures, or the California Brown Act. SECTION 1. EXPENDITURES ARTICLE 6 - EXPENDITURES & DONATIONS The Commission shall budget regular expenditures on an annual basis for submission to Vallejo City Council for approval. Commissioners shall comply with all provisions of the McCune Collection Policy & Procedure Book related to budgeting and expenditures. SECTION 2. DONATIONS The Treasurer shall direct, or cause to be directed, to the authorized fiscal agent of the McCune Collection all McCune Room fees or other designated monetary donations for annual contribution to the principal of the McCune Collection Endowment Fund. By a majority vote in response to a duly agendized action item, the Commission may accept any non-monetary donations guided by any Acquisition Policy which the Commission may choose to adopt. Requests for any letter(s) of acknowledgement associated with any donations shall be directed to the authorized fiscal agent of the McCune Collection.

20 ARTICLE 7 FISCAL YEAR SECTION 1. COMMISSION S FISCAL YEAR The fiscal year of the Commission shall begin on the July 1 st and end on June 30 th of each year to coincide with the fiscal year of the City of Vallejo. ARTICLE 8 AMENDMENT OF RULES & PROCEDURES SECTION 1. RULES & PROCEDURES AMENDMENT These Rules & Procedures, or any provisions therein, may be altered, amended, or repealed and new Rules & Procedures adopted by a two-thirds (⅔) majority of the members of the Commission. Any changes or updates to the McCune Collection Policy & Procedure Book may also be so authorized for submission to Vallejo City Council for final approval.

21 ADDENDUM Vallejo Municipal Code Links

22 McCune Room Use & Event Policy Supplementary/Background Information (intended to facilitate discussion not part of the actual policy) I. Policy Scope: This policy mostly addresses third-party use of the McCune Room. The policy holds that regular Commission events are covered by the separate Programs & Activities Policy as well as by the security, priority, and event regulation portions of this policy. II. Policy Motivation: By potentially generating even modest room use fees, third-party use of the McCune Room could provide much needed help in replenishing the Endowment Fund. The extent of interest in using the Room by suitable third-parties is unknown, and will out of necessity be limited by the need to have an authorized keyholder present. III. Policy Administration: The former McCune Committee envisioned its members directly handling and overseeing all aspects of third-party room use. However, since becoming a full City commission, it has become evident that the policy should also take into consideration previously unforeseen concerns on the part of Vallejo City. IV. Event Categories: This policy divides events into either McCune events or third-party events. Thirdparty events, by their nature, involve non-city use of City-owned property (the McCune Room) in contrast to McCune events which, under the direction of the Commission, are City events on City property. V. Vallejo City Concerns: Unlike Commission sponsored events in the McCune Room, the use of City property for non-city functions (from the City s perspective) poses a much different set of potential liabilities as well as logistical concerns involving use agreements, user expectations, obligations, possible dissatisfactions, complaints, etc. These concerns give the City reason to sometimes designate an authorized agent to handle and oversee use of City property for non-city functions. That way all the logistics including use agreements, etc. are directly between the agent and the third-party user (and not directly between the City itself and third-party users). VI. Addressing Vallejo City Concerns: In response to the concerns of the City identified above, the policy includes an option for the City to designate an authorized event agent for third-party uses of the McCune Room. The policy does not make designating an event agent a requirement in the absence of such designation, the duties of the event agent remain with the Commission itself. VII. Event Agent Duties: The event agent s role is restricted to third-party uses of the Room (and not any McCune events whether regular programs, activities, or anything else organized by the Commission). The event agent is subject to any policies drafted by the Commission and approved by Vallejo City. The event agent will also be dependent upon the availability and cooperation of authorized keyholders (Commissioners and Foundation members).

23 McCune Commission McCune Room Use & Event Policy I. Title: McCune Room Use & Event Policy (Ad Hoc Room Use Committee / April 2016) II. Purpose: The policy herein serves to govern the use of the McCune Room for various events whether McCune organized or third-party in order to ensure that all such events are in keeping with the objectives and mission of the McCune Collection. III. Definitions: A. Maximum Capacity: as used herein, maximum capacity refers specifically to the total number of persons allowed by law in the McCune Room which is one-hundred thirty-five (135) as determined by the Vallejo Fire Department. B. McCune Event: as used herein, McCune event refers specifically to an event held in the McCune Room which is both organized an endorsed by the McCune Commission. C. Third-party Event: as used herein, third-party event refers specifically to an event held in the McCune Room which is neither organized nor endorsed by the McCune Commission. D. Event Agent: as used herein, event agent refers specifically to the entity whose Vallejo City authorization to administer third-party events held in the McCune Room has been disclosed in writing to the McCune Commission. IV. Policy: A. The McCune Collection Commission is responsible for recommending to Vallejo City Council appropriate policies and guidelines concerning all events held in the McCune Room, and for enforcing such policies upon their authorization. B. All McCune events require prior authorization and administration by the McCune Commission per the procedures described in section V(A-D). C. All regularly recurring McCune events are subject to the McCune Programs & Activities Policy. D. All third-party events require prior authorization and administration by the McCune event agent per the procedures described in section V(F-N). E. Authorization to use the McCune Room is NOT transferable from one individual or organization to any other. F. Authorization for all events in the McCune Room is subject to the McCune Event Priority Protocols established by the McCune Commission. G. All events in the McCune Room are covered by and subject to the McCune Comprehensive Security Policy and the McCune Security Services Policy. H. The total number of persons assembled at one time for any event may NOT exceed more than 90 persons (i.e. two-thirds (2/3) the 135 maximum capacity of the McCune Room) without specific prior authorization of the McCune Commission. I. All events in the McCune Room are subject to the McCune Event Regulations & Restrictions established by the McCune Commission. J. All third-party events are subject to any McCune Room event fees established by the McCune Commission. K. All third-party events are subject to the terms of the McCune Room Event Reservation and the McCune Room Event Agreement.

24 L. Organizers of third-party events are required to clearly state in any publicity, press releases and the like that the event is not sponsored or endorsed by the McCune Commission. M. At the discretion of the McCune Commission, third-party events with a small number of attendees and specifically associated with the administration of Vallejo City may be considered McCune Events for the purposes of complying with the McCune Use & Event Policy per the procedures described in section V(E). N. The McCune Collection Commission shall assume the role of McCune event agent should the City of Vallejo not authorize another entity for that role. O. Exceptions to any part of the McCune Room Use & Event Policy must be authorized in advance by the McCune Commission in writing. V. Procedures: A. Ordinarily, given sufficient advance notice, authorization and scheduling of McCune events occurs in the context of a regular or special McCune Commission meeting. B. In extenuating circumstances the McCune Commission Chair, or Vice-chair in the Chair s absence, may authorize holding a McCune event prior to the next scheduled meeting of the McCune Commission provided all McCune Commission members are given advanced notification in writing via Vallejo City staff. C. The McCune Commission Chair or the Chair s appointed designee serves as the regular point of contact for any authorized McCune event. D. The McCune Commission Chair or the Chair s appointed designee is responsible for assigning one or more authorized McCune keyholders to be present in the McCune Room throughout any McCune event. E. Ordinarily, given sufficient advance notice, authorization to extend McCune Event status to small third-party events specifically associated with Vallejo City administration occurs in the context of a regular or special McCune Commission meeting. F. Ordinarily, given sufficient advance notice, the McCune event agent shall notify the Commission Chair or the Chair s appointed designee of any scheduled third-party events to be agendized for the next scheduled McCune Commission meeting. G. In extenuating circumstances the McCune event agent may authorize holding a thirdparty event prior to the next scheduled meeting of the McCune Commission provided all McCune Commission members are given advanced notification in writing via Vallejo City staff. H. The McCune event agent serves as the regular point of contact for any authorized third-party event. I. In advance of any third-party event, the McCune event agent shall confirm availability of an authorized McCune keyholder with the Commission Chair or the Chair s appointed designee. J. McCune keyholder(s) assigned to any event held in the McCune Room shall be responsible for disarming/re-arming the Room alarm, and shall also be empowered to address any violations of the McCune Event Regulations & Restrictions as well as any circumstances which could put either McCune Collection property or McCune Room occupants at risk. K. McCune keyholder(s) assigned to any event held in the McCune Room shall tally and record a count of all occupants as well as conduct a final room inspection at the conclusion of any third-party event.

25 L. In advance of any third-party event, the McCune event agent is responsible for ensuring that the event organizer(s) complete and sign both a McCune Room Event Reservation as well as a McCune Room Event Agreement. M. In advance of any third-party event, the McCune event agent is responsible for ensuring that the event organizer(s) receive copies of both the McCune Room Event Fees and the McCune Event Regulations & Restrictions. N. In advance of any third-party event, the McCune event agent is responsible for notifying the McCune Commission Treasurer if the event organizer(s) are subject to any McCune Room event fees which will be directed to the principal of the McCune Collection Endowment Fund per the McCune Budgeting & Expenditure Policy. VI. Additional Information: A. McCune Comprehensive Security Policy B. McCune Security Alarm Protocols C. McCune Security Services Policy D. McCune Event Priority Protocols E. McCune Event Regulations & Restrictions F. McCune Room Event Reservation G. McCune Room Event Agreement H. McCune Room Event Fees I. McCune Programs & Activities Policy J. McCune Budgeting & Expenditure Policy