COMMISSIONERS AGENDA Guy Brookshire, Chair Noah Dove, Vice Chair MCCUNE COLLECTION Joanne Schivley, COMMISSION Treasurer Council Chambers REGULAR MEETING – 5:00 PM. Henry Beecher Council Chambers – 2nd Floor Ken Innes 555 Santa Clara Street February 4, 2019 Julie Stratton Vallejo, CA 94590 Council Chambers Thia Markson www.cityofvallejo.net
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 54954.3 (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 2.20.300; and 2) on a Consent Calendar item are limited to three minutes pursuant to Vallejo Municipal Code Section 2.02.310.
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, 3rd 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 http://www.cityofvallejo.net subject to staff’s ability to post the documents prior to the meeting. Information may be obtained by calling (707) 648-4527,
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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) 674-4082 if outside gate is closed.
1 1. CALL TO ORDER 2. ROLL CALL 3. COMMUNICATIONS A. Report from City staff to the McCune Collection Commission B. Report from Council Liaison to the McCune Collection Commission C. Report from McCune Foundation to the McCune Collection Commission D. Others E. ACTIVITY REPORTS 1. Program Series 2. Website 3. Art Walk 4. Volunteer Program 5. Writers Workshop 6. Graphic Arts Group 7. Book Club
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 2.20.300.
5. 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 2.02.310. 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, February 4, 2019 of the McCune Collection Commission and approval of the minutes from the January 7, 2019 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.
2
D. Mini-Exhibit Action: Discuss next exhibit theme.
E. Set McCune Collection Schedule: https://www.mccunecollection.org/events Docent Hours Saturday, March 2, 12-2 pm: Commissioner Beecher Tuesday, March 5, 2-4 pm: Commissioner Stratton, Commissioner Innes Saturday, March 9, 12-2 pm: Commissioner Beecher Saturday, March 16, 12-2pm: Commissioner Beecher Tuesday, March 19, 2-4 pm: Commissioner Stratton Saturday, March 23, 12-2pm: Commissioner Beecher
Special Programs Writers Workshop: Friday, March 1, 7-9 pm: Chair Brookshire Graphic Arts Group, Friday, March 8, 7-9 pm: Vice Chair Dove 2nd Friday Artwalk, Friday, March 8, 5-9 pm: Commissioner Beecher, Commissioner Schivley Book Club: Sunday, March 10, 3-5 pm: Chair Brookshire Writers Workshop: Friday, March 15, 7-9 pm: Chair Brookshire Spring Program, Sunday, March 24, 2-4pm: Commissioner Beecher
8. NEW/UNFINISHED BUSINESS
A. Update on Grants Discuss: Status
B. Recommend McCune Program Budget for Fiscal Year 2019-20 for Submittal to the City Council Action: Review a draft Commission Program budget for FY 2019-20 (the period of July 1, 2019 through June 30, 2020). (attachment)
C. Fund an 18-month Preservation Project in Collaboration with the McCune Foundation Action: By motion approve using the balance of the 2018-19 COV subsidy (after security expenses) for the first of 3 payments to fund an 18-month Preservation Project in collaboration with the McCune Foundation. (attachment)
D. 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).
E. Review and Approve Obligations and Rights of Officers Policy Action: By motion, approve submitting 'Obligations and Rights of Officers Policy' draft to staff for review & comment (attachment).
3 4 COMMISSIONERS Minutes Guy Brookshire, Chair Noah Dove, Vice Chair MCCUNE COLLECTION Joanne Schivley, COMMISSION Treasurer Council Chambers REGULAR MEETING – 5:00 PM. Henry Beecher Council Chambers – 2nd Floor Ken Innes 555 Santa Clara Street January 7, 2019 Julie Stratton Vallejo, CA 94590 Council Chambers Thia Markson www.cityofvallejo.net
1. CALL TO ORDER – 5:19 p.m. 2. ROLL CALL Chair Brookshire Vice Chair Dove Commissioner Beecher Commissioner Innes Commissioner Schivley Commissioner Stratton
Excused Absence: Commissioner Markson
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 Open House Provisions Security Hourly Rate PC for Collection Use B. Report from Council Liaison to the McCune Collection Commission Council Member Verder-Aliga not present. C. Report from McCune Foundation to the McCune Collection Commission No December meeting D. Others Vice Chair Dove – Poetry on OzCat radio, talked about E. ACTIVITY REPORTS 1. Program Series – First Winter event, February Gay Literary – connected with Benicia scene, Working on Spring Series 2. Website – Adding Geologic Atlas of the United States, Downieville Folio California,1887 3. Art Walk – Perry changed 4. Volunteer Program – Volunteer assignment ready to go, academia continues to digitize the catalog, OAC live now 5. Writers Workshop – Going well, Commissioner Markson writing well 6. Graphic Arts Group – Continuing to trickle interest 7. Book Club – Informational/organizational meeting on January 13 to drum up interest and speakers
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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, January 7, 2019 of the McCune Collection Commission and approval of the minutes from the December 3, 2018 regular meeting.
Motion to move Activity Reports from #9 under #3 Communications and approve the agenda made by Chair Brookshire, seconded by Commissioner Innes, all in favor.
Motion to change 8.A. Chair and Vice Chair Commisison”er” Markson by adding the “er” moved by Chair Brookshire, seconded by Vice Chair Dove, all in favor.
5. CHAIR’S REPORT
Excited to be here and look forward to continuing to lead. Communications and transparency are important.
7. RECURRING BUSINESS
A. Acquisition of Items Donated to the McCune Collection Action: By motion approve/deny acquisition of donated item(s).
None
B. Submission of Monthly Receipts for Reimbursement
None
C. McCune Room use requests Action: By motion approve/deny room use request.
None
D. Mini-Exhibit Action: Discuss next exhibit theme.
No new exhibit because of the holidays.
E. Set McCune Collection Schedule: https://www.mccunecollection.org/events
6 Docent Hours Saturday, February 2, 12-2 pm: Chair Brookshire, Commissioner Beecher Saturday, February 9, 12-2 pm: Chair Brookshire, Commissioner Beecher Tuesday, February 512, 2-4 pm: Commissioner Innes, Commissioner Stratton Saturday, February 16, 12-2pm: Commissioner Beecher Saturday, February 23, 12-2pm: Chair Brookshire, Commissioner Beecher Tuesday, February 1926, 2-4 pm: Commissioner Innes, Commissioner Stratton
Special Programs Writers Workshop: Friday, February 1, 7-9 pm: Chair Brookshire, Vice Chair Dove Graphic Arts Group, Friday, February 8, 7-9 pm: Vice Chair Dove 2nd Friday Artwalk, Friday, February 8, 5-9 pm: Commissioner Schivley, Commissioner Beecher, Commissioner Stratton Book Club: Sunday, February 10, 3-5 pm: Chair Brookshire, Vice Chair Dove Writers Workshop: Friday, February 15, 7-9 pm: Chair Brookshire, Vice Chair Dove Program seriesOpen House, Sunday, February 17, 2-4pm: Vice Chair Dove
8. NEW/UNFINISHED BUSINESS
A. Formation of Ad-Hoc Committee to Develop the FY 2019-20 Budget Recommendation Action: By motion, appoint no more than 3 Commissioners to serve on the committee.
Motion to appoint Chair Brookshire, Treasurer Schivley, and Commissioner Beecher to the Ad-Hoc Committee made by Vice Chair Dove, seconded by Commssiioner Stratton, all in Favor.
B. Open House Planning Discuss: Program and activity plan.
Foundation contributing food and beverages. Commissioner Stratton to coordinate coffee and tea. A few verbal presentations and items form the vault on display. Keep afternoon somewhat informal.
C. Treasurer Report Action: Receive and by motion approve Treasurer Report (attachment).
Nothing of significance to point out. Within budget. $700 in program reserve. Decide in advance what books to use for Preservation/Archival.
Motion to approve report made by Commissioner Stratton, seconded by Vice Chair Dove, all in favor.
D. Discussion on policy formation process
7 Discuss: Ways to streamline/improve the policy formation process.
Cheer Beecher doing well. Nothing much needs to be changed. Almost done. Let’s send it to the City for review. Appreciate everyone hanging in on this effort. Nothing got done in 30 years and we are already there.
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).
Modification to fiscal agent definition and create form for non-monetary donation. Motion to delay to the next meeting made by Chair Brookshire, seconded by Vice Chair Dove, all in favor.
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).
Discussion on policy ensued. Bring final for review at February meeting. Motion to delay to the next meeting made by Chair Brookshire, seconded by Vice Chair Dove, all in favor.
G. 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 the next meeting made by Chair Brookshire, seconded by Vice Chair Dove, all in favor.
H. Review and Approve Room Use & Event Policy Action: By motion, approve submitting ' Room Use & Event Policy ' draft to staff for review & comment (attachments).
Motion to delay to the next meeting made by Chair Brookshire, seconded by Vice Chair Dove, all in favor.
9. ACTIVITY REPORTS A. Program Series B. Website C. Art Walk D. Volunteer Program
8 E. Writers Workshop F. Graphic Arts Group G. Book Club
Moved to 3. Communications
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: February 4, 2019
13. ADJOURNMENT – 6:53 p.m.
______
9 McCune Commission 2019-2020 Budget Proposed: 02.4.19 Adopted: Income
Estimated balance from prior fiscal year 2018-2019 0.00 (7/1/19 balance) Unpaid expenditures from prior fiscal year 2018-2019 0.00 Projected opening balance for fiscal year 2019-2020 (July 1) 0.00 Projected allocation from Endowment Fund 2019-2020 (July 1) 2,500.00 Projected City of Vallejo contribution 2019-20 (July 1) 2,500.00
Total income 2,500.00 2,500.00
Expenditures 2019-20: Endowment COV 2018-19 actuals (12 months)
1 Facility Maintenance Program This program is a minimal requirement to house the Collection
Janitorial Supplies 75.00 Office Supplies 100.00 Bldg Maintenance (alarm, carpet, lights, etc.) Security Services 1,181.76 (12 x 4-hr events)
2 Collection Maintainance Program Funding constraints limit this program to essential maintenance
Acquisitions Preservation/Archival 1,318.24 Display
3 Outreach Program This program is essential for public access to the Collection
Hospitality & Supplies 600.00 Printing4 600.00 Mailing/Postage 400.00 Program Reserve 700.00 (honoraria, etc. as needed)
Total Expenditures 2,475.00 2,500.00 0.00
Contingency 25.00 0.00
Expenditures + Contingency 2,500.00 2,500.00
NOTES: The McCune Collection is entrusted to the City of Vallejo and thus belongs to all citizens of Vallejo. Therefore the McCune Commission places a high priority on making the Collection available for the public to enjoy. Public Outreach Programs focus on 12 monthly lectures, participation in monthly Art Walks and regular docent hours. These events are free and the primary means by which the Commission makes the Collection available to the public.
1 Janitorial covers bathroom/kitchen cleaning supplies, vacuum bags, etc. Office supplies covers everything not janitorial or paper & toner; Security services are contracted with SVT Gruppe at COV rates. 2 Preservation/Archival covers materials/supplies & outside professional services. 3 Hospitality & Supplies covers food, beverages, cups, plates, napkins, etc for events; Mailing/Postage based on sending to 300-350 recipients quarterly @ postcard rates. 4 Outside printing contingent upon prior Commission approval; Variable expenditure in excess of $100 contingent upon prior Commission approval.
10 11 McCune Preservation Project Mini-Summary
Project Expert Consultant: Lori Lindberg, a professional archivist and preservationist on faculty at SJSU
Project Deliverables:
1) A per-item condition survey of all books in the McCune Collection. 2) A 10+ year preservation framework informed by the results of the condition survey. 3) A part-day introductory workshop on preservation basics for rare books.
Project Duration: 18 months
Project Scope:
The condition survey will consist of a rating based on a suitable scale with additional annotation where required by the circumstances of a particular item. The survey will be accomplished by 3 graduate students as interns in Archival Studies trained by the project consultant and working under her supervision.
The preservation framework will provide a summary of needs, short & long-term goals, and prioritized actions. It will also include recommendations based upon the consultant's expert opinion and observation of matters related to proper storage, security, environmental conditions and disaster recovery (earthquake,fire,flood).
The workshop will be tailored specifically to the circumstances of the McCune Collection and associated individuals including McCune Commissioners, Foundation members, volunteers and City staff.
Project Benefits:
The combination of the condition survey results and preservation framework will serve as a road map for addressing identified areas of concern more comprehensively in the future.
The survey and framework will be instrumental in developing related policy and procedures as well as in guiding future budget formation and preservation expenditure.
The workshop will provide attendees with practical hands-on knowledge and can be recorded for future use.
Continuation of annual COV subsidy funds is best justified if decisions by the Commission related to preservation efforts and expenditure are grounded in best practices and counsel provided by professional experts.
Project Budget:
Consultant compensation: $5705.00 ($35 x 163 project hours)
Other expenses for supplies: $195.00 (Adjustable boxes, polyethylene bags, pH-neutral adhesive, and fasteners)
3 Graduate student intern stipends: $3000 ($1000 each)
Total project costs: $8,900.00
Payment Proposal: $4500 from McCune Foundation; $4400 in 3 installments from the McCune Commission
12 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 whose Vallejo City authorization for coordinating contributions to the Endowment has been disclosed in writing to the McCune Commission; or the Finance Director for the City of Vallejo in the absence of any such designation.
IV. Policy: 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 Criteria13. 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-J). 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 is to be done by sale or donation whenever possible, 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. Discarding or recycling any item in the permanent Collection known to have been acquired subsequent to Dr. McCune’s original bequest may only be done as a last resort after all other alternatives have been exhausted. I. 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. J. 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 18th 2017 C. McCune Collection Budgeting & Expenditure Policy
McCune Collection Acquisition Criteria
1) Books and material that may enhance the existing major collections: Incunabula, History of Printing 14 (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 16th to 19th Centuries.
3) Books and material produced by other notable fine printers and small presses of the 20th and 21st 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.
15 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. 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.
III. 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.
16 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 §2.51.0101 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 §2.51.020 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.
ARTICLE 2 – MEMBERS
SECTION 1. NUMBER AND POWERS
The number of members serving on the Commission is regulated by §2.51.040 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
17 SECTION 3. APPOINTMENT & TERMINATION
The appointment of members to the Commission by Vallejo City Council is regulated by §2.51.040 of the Vallejo Municipal Code. The term of office for members of the Commission is specified in §2.51.050 of the Vallejo Municipal Code. Termination of Commission membership is regulated by §2.51.060 of the Vallejo Municipal Code.
SECTION 4. RESIGNATION AND REMOVAL
The manner in which a Commissioner may resign is described in §2.26.050 of the Vallejo Municipal Code. The manner in which a Commissioner may be removed is regulated by §2.26.060 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 §2.51.070 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 ad hoc committees; 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.
ARTICLE 3 – MEETINGS
SECTION 1. PLACE OF MEETINGS
The Commission shall meet in Vallejo City Council Chambers at 555 Santa Clara Street, Vallejo, CA 94590 or if otherwise necessary at the Donovan J. McCune Room of the JFK Library Building, 505 Santa Clara Street, Vallejo, CA 94590.
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.
18 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 email 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.
ARTICLE 4 – OFFICERS
SECTION 1. NUMBER OF 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.
19 SECTION 2. OFFICER 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 §2.51.080 of the Vallejo Municipal Code.
SECTION 3. OFFICER 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. OFFICER VACANCIES
Any officer vacancy caused by the death, resignation, removal, disqualification, or otherwise, of any office holder 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
20 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 – AD HOC COMMITTEES
SECTION 1. FORMATION OF AD HOC COMMITTEES
As needed and for a specific purpose of limited duration, the Commission may form ad hoc committees by a majority vote of the Commission in response to a duly agendized action item. Ad hoc committees 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 ad hoc committees may also include advisory persons who are not members of the Commission. Ad hoc committees are responsible for reporting all activities and actions taken by members, or by the ad hoc committee as a whole, to the Commission during regular meetings. The scope of ad hoc committee activities and actions is at the sole discretion of the Commission itself.
SECTION 2. MEETINGS AND ACTIONS OF AD HOC COMMITTEES
The time for regular meetings of ad hoc committees may be fixed by resolution of the full Commission or by the ad hoc committee itself. The timeframe for special meetings of ad hoc committees, especially budget ad hoc committees, may be fixed by the full Commission. The full Commission may adopt rules and regulations pertaining to the conduct of ad hoc committee meetings provided such rules and regulations are not inconsistent with the provisions of the Commission Rules & Procedures, or the California Brown Act.
ARTICLE 6 - EXPENDITURES & DONATIONS
SECTION 1. EXPENDITURES
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.
21 ARTICLE 7 – FISCAL YEAR
SECTION 1. COMMISSION’S FISCAL YEAR
The fiscal year of the Commission shall begin on the July 1st and end on June 30th 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.
22 ADDENDUM
Vallejo Municipal Code Links
§2.51 https://library.municode.com/ca/vallejo/codes/code_of_ordinances?nodeId=TIT2ADPE_CH2.51MCCOCO
§2.51.010 https://library.municode.com/ca/vallejo/codes/code_of_ordinances?nodeId=TIT2ADPE_CH2.51MCCOCO_2.51.010CR
§2.51.020 https://library.municode.com/ca/vallejo/codes/code_of_ordinances?nodeId=TIT2ADPE_CH2.51MCCOCO_2.51.020PUDU
§2.51.040 https://library.municode.com/ca/vallejo/codes/code_of_ordinances?nodeId=TIT2ADPE_CH2.51MCCOCO_2.51.040ME
§2.51.050 https://library.municode.com/ca/vallejo/codes/code_of_ordinances?nodeId=TIT2ADPE_CH2.51MCCOCO_2.51.050TEOF
§2.51.060 https://library.municode.com/ca/vallejo/codes/code_of_ordinances?nodeId=TIT2ADPE_CH2.51MCCOCO_2.51.060TEME
§2.51.070 https://library.municode.com/ca/vallejo/codes/code_of_ordinances?nodeId=TIT2ADPE_CH2.51MCCOCO_2.51.070FIVA
§2.51.080 https://library.municode.com/ca/vallejo/codes/code_of_ordinances?nodeId=TIT2ADPE_CH2.51MCCOCO_2.51.080OF
§3.30 https://library.municode.com/ca/vallejo/codes/code_of_ordinances?nodeId=TIT3REFI_CH3.30MCCOENFU
23 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. Third- party 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).
24 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.
25 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 third- party 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.
26 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
27 McCune Event Priority Protocols
The McCune Commission has established these McCune Event Priority Protocols to ensure a fair and uniform approach in authorizing events to be held in the McCune Room, with preference given to those most in keeping with the objectives and mission of the McCune Collection. When reserving facilities for an event, Priority 1 uses are given the highest priority while Priority 4 uses are given the lowest priority. Uses other than those listed below, including political or religious ones, are not considered eligible events to be held in the McCune Room.
Priority Use 1: programs and activities sponsored and/or administered by the McCune Commission including meetings of groups, agencies or organizations with which the McCune Commission is a member or partnered; as well as uses by non-profit organizations for the purpose of supporting McCune Collection programs and activities.
Priority Use 2: programs and activities sponsored and/or administered by City of Vallejo departments including meetings of groups, agencies or organizations with which the City is a member or partnered; as well as uses by non-profit organizations for the purpose of fundraising or supporting City programs, public schools, and activities.
Priority Use 3: programs and activities offered by non-profit organizations (such as City public schools, youth groups, clubs, sports leagues, service clubs, etc) for which there is no entry fee for participation and attendance is not barred by political or religious affiliation; as well as meetings or trainings by other governmental agencies that are not open to the public.
Priority Use 4: private, business or commercial meetings, seminars, or other events where an entry fee is not charged or collected, funds are not raised, items are not offered for sale, and attendance is not barred by political or religious affiliation.
The following event-related payments/fees are acceptable:
• Book sales sponsored by the McCune Commission or the Friends of the Vallejo Libraries. • Payment for materials (such as books, audio recordings, artwork, etc.) created by a guest presenter or artist at a McCune Commission-sponsored event. • Payment of non-profit organization dues • Nominal fees for learning materials, refreshments, and/or class supplies, as needed for a program sponsored by a non-profit. • Donations to a non-profit fundraising campaign
28
McCune Event Regulations & Restrictions
The McCune Commission reserves the right to refuse the use of the McCune Room for any event or activity that is deemed to be in violation of federal, state, county or city laws, codes or ordinances. Attending events held at The McCune may NOT be barred by political or religious affiliation. Availability of the McCune Room may vary due to potential operational limitations imposed upon the McCune Commission. Any exceptions to these event regulations require prior written authorization by the McCune Commission.
1. Proper attire including shirts and shoes must be worn by event attendees and visitors at all times.
2. Animals (other than certified service animals) are not allowed in the McCune Room.
3. Smoking is not allowed anywhere in the McCune Room nor adjacent areas including restrooms.
4. When serving alcohol is specifically authorized, it may be consumed by adults who are at least 21 but only in the McCune Room and not in the foyer or elsewhere.
5. Ordinary access to the lower-level of the JFK building is via the sliding glass doors facing the parking area between JFK and City Hall.
6. ADA access is via the black iron exterior gate near the JFK building loading dock (This gate is NOT routinely left open – prior arrangement is advised)
7. With prior arrangement, access via the foyer elevator can be made available but only during regular JFK Library public hours.
8. With prior arrangement, the barriers at the top of the exterior plaza staircase can be removed for additional access via the lower plaza doors.
9. With prior arrangement, the foyer bathrooms can be made available – this is a REQUIREMENT for any event having 10 or more attendees.
10. With prior arrangement, limited kitchen access to use the sink, refrigerator, microwave, coffeemaker, etc may be made available.
11. With prior arrangement, WiFi Internet access, a projector and/or a wireless microphone & speaker may be made available.
12. McCune computers and printers are NOT available for third-party events held in the McCune Room.
13. The only furniture items that may be re-arranged are the 3 large round tables, the 1 large oblong table, the upholstered chairs, and the stacked chairs. Moving any other items requires prior permission.
14. Should any furniture listed in #13 need to be re-arranged, event organizers are solely responsible for the re- arranging, and are also solely responsible for putting everything back as they found it.
15. Only beverages and “finger-food” types of light refreshments may be served in the McCune Room. Large quantities of food, buffet type preparations (hot or cold), food requiring utensils, etc. must be served in the foyer - attendees may carry small plates back into the McCune Room.
29 16. Event organizers are solely responsible for providing all hospitality supplies, including but not limited to cups, plates, napkins, cutlery, stirrers, salt, pepper, sweetener, garbage bags, etc.
17. Event organizers are solely responsible for any required cleanup including removing all waste from the building BEFORE vacating the McCune Room – the room must be left in the same condition in which it was found before the event.
18. With prior permission, temporary decorations and/or signage may be displayed provided the items are free- standing.
19. Equipment or supplies not belonging to The McCune Collection may not be stored in the McCune Room either prior to or after the day of a McCune-hosted event.
20. Organizers of third-party events are required to clearly state in any publicity, press releases and the like that the event is not a McCune sponsored or endorsed event.
21. Charging fees, collecting funds, or any type of selling is not permitted by third-party organizers of business meetings, commercial seminars, and other for-profit activities in connection with or during events held in the McCune Room. However, non-profit entities may collect: organization dues; nominal fees for materials, refreshments and/or program supplies; as well as fundraising donations.
22. The McCune is not responsible for damage to or loss of any merchandise or articles belonging to event organizers, attendees or visitors.
23. Event organizers and attendees may occupy the McCune Room only for the duration of time specified in the McCune Room Event Reservation.
24. Per McCune Security Services Policy, public third-party events occurring outside JFK Library public hours are charged a McCune Room Event security fee.
25. Per McCune Security Services Policy, private third-party events exceeding 35 attendees and occurring outside JFK Library public hours are charged a McCune Room Event security fee.
26. Full payment of any McCune Room Event fees must be made when executing the McCune Room Event Agreement.
27. The person signing the McCune Room Event Agreement is responsible for adherence to the regulations outlined herein regardless of whether s/he is present at the event.
28. It is the responsibility of the person signing the McCune Room Event Agreement to reimburse the McCune for any damage to McCune property by event organizers, attendees or visitors otherwise future McCune Room privileges will be revoked.
29. At least one authorized representative of the McCune Commission shall be present at all times during any event held in the McCune Room and s/he is empowered to address any violations of the regulations herein, as well as any circumstances which could put either McCune property or McCune Room occupants at risk.
30. Authorization to hold future events in the McCune Room may be denied due to infractions by any event organizers, attendees or visitors of the regulations outlined herein.
30
McCune Room Event Reservation
PLEASE PRINT CLEARLY
Name of Organization: ______
Name and address of person responsible for the event: ______
______
Telephone number: Primary: ______Secondary: ______
Email: ______
Type of Organization (Check 1): □ Non-Profit Organization □ City of Vallejo Government Entity □ Other Government Entity (County, State, Federal) □ School Program □ Community Group □ Business/Commercial Event/Meeting □Other (please identify):______
Is this a Public or Private event? ______If private, will more than 90 attend? ______
Requirements: □ decorations / signage □ elevator access □ plaza access □ kitchen access □ Security (7 days □ WiFi access □ microphone & speaker □ foyer bathrooms □ permission to serve alcohol advance notice)
Date(s) requested: ______Event duration including setup & cleanup: ______
Setup start time: ______Cleanup finish time:______Is this a recurring event? ______
Event description: ______
PLEASE NOTE: It is recommended to make McCune Room reservations at least 1 month in advance. Both this reservation form and the hold harmless agreement are to be completed and signed by the same individual. Prior full payment of any required room event fees must be via credit card or check made payable to: The McCune Foundation. Please make any changes or cancellation at least 72 hours in advance of the event.
PLEASE KEEP THE MCCUNE EVENT REGULATIONS FOR YOUR INFORMATION. RETURN THIS FORM WITH YOUR SIGNATURES ON BOTH SIDES AND ANY REQUIRED FEE PAYMENT.
AGREEMENT:
I have read and understand the McCune Event Regulations governing the use of the McCune Room and accept those terms. I agree to pay all costs incurred, not limited to any room fees, damages or cleaning fees.
______Signature (must be 18 or older) Date OV ER (BOTH SIDES MUST BE FILLED OUT) For office use only McCune approval: Total fee amount: Cash / Check Date approved: Fee waiver authorization: Assigned key-holder(s): Occupant tally: Final inspection/comments: 31 McCUNE ROOM EVENT WAIVER AND HOLD HARMLESS AGREEMENT
This waiver and hold harmless agreement is entered into this ______day of ______
In the year ______, it is given to the McCune Commission of the City of Vallejo, hereinafter referred to as "THE McCUNE".
This waiver and hold harmless agreement is given by:
Name: ______
Address:______hereinafter referred to as "ROOM USER".
ROOM USER wishes to utilize certain McCune Room facilities and the McCUNE is agreeable to such use without the creation of a contractual relationship, implied or in fact, and without the creation of an employee/employer relationship, and without the creation of a lease; and
ROOM USER, in consideration of the mutual covenants and promises contained herein, hereby agrees for himself or herself, his or her successors, assigns and estate, as follows:
1. ROOM USER waives any and all claims, demands, causes of action or rights to sue of whatsoever nature arising out of ROOM USER's use of any facility or grounds for any purpose in connection with the event described in the attached McCune Room Event Reservation, and further agrees to abide by all provisions as stipulated in McCune Event Regulations and Restrictions; and
2. It is hereby understood and agreed that ROOM USER hereby assumes the entire responsibility and liability for all damages to persons or property caused by, resulting from, or arising from any act or omission on the part of the ROOM USER. The ROOM USER shall save harmless and indemnify and defend THE McCUNE and the City of Vallejo from and against any and all claims arising out of or in connection with any and all such damage, real or alleged; and
3. ROOM USER warrants that this waiver and hold harmless agreement constitutes the full agreement between the parties and that there is no contractual relationship implied or in fact between the ROOM USER and THE McCUNE arising from the use of the premises by ROOM USER.
IN WITNESS WHEREOF, the ROOM USER has caused this Agreement to be executed on the date and year first written above.
ATTEST:
______THE McCUNE ROOM USER
McCUNE ROOM EVENT FEES
Cleaning deposit (refundable): $75 -all third-party events serving food and/or beverages Security (2 hour minimum): $76 -only per the McCune Security Services Policy 32