Springfield Township Creates New Arts Council to Generate a
More Engaged and Vibrant Community
Sharing a philosophy that where arts flourish, communities prosper and lives are enriched, the Springfield Township Board of Trustees passed a resolution on September 26, 2012, authorizing the creation of a 501(c)3 Arts and Enrichment Council. The Board of Trustees accepted letters of interest to serve on the Council, held interviews, then appointed five officers to serve on the Council in their work session held November 28th. The Springfield Township Arts and Enrichment Council will be a sustaining resource for arts and enrichment opportunities for the community.
The mission of the Springfield Township Arts and Enrichment Council is to create an engaged and vibrant community with quality-of-life enhancements through the arts, community events, parks and recreation.
The non-profit organization will help to assist the Township with community programming and special events. As a 501(c)3, the organization will be able to qualify for additional grant funding and have the ability to offer tax deductions for private donations. With the establishment of the Arts and Enrichment Council, the community will benefit with better access to the arts, expanded public events, a renewed public image, a more connected community and increased economic interest for development in the Township.
Arts & Enrichment Council Events
• ArtLocal - Local Artist Art Show
• Quarterly Dinner Theaters
• Mom Prom & Daddy Daughter Dance
• Playhouse in the Park, Off The Hill Shows
• Macy's Arts Sampler
- More to come!!!
Frequently Questions & Answers:
Q: What will the Springfield Township Arts and Enrichment Council (STAEC) do?
A: Initially, The Council will organize, plan and fundraise for community events and art programs. Most events which have been previously hosted by the Township, will be run by the STAEC. Once the Council is formed and the 501c3 application is filed, the Council will develop a long range vision plan. Various committees, involving residents and business owners, will be formed to carryout specific projects, activities and goals as needed.
Q: How can I get involved in the STAEC?
A: The Springfield Township Board of Trustees selected five council members that will serve a two year term. The Arts and Enrichment Council will begin meetings in January and is now determing its needs and ways to grow community evolvement. It is anticipated that several committees will be created to facilitate new events, projects and exciting endeavors for the residents and visitors of Springfield Township. If you are interested in being involved or have special skill sets to share, please fill out the STA&EC Volunteer Interest Form. You may also email the Arts Council Chair at firstname.lastname@example.org or call 522-1410.
More About The Springfield Township Arts & Enrichment Council
The goal of the Springfield Township Arts and Enrichment Council will be to leverage the arts to create quality of life enhancements for residents and develop a distinct community identity with a vibrant local economy. The Council will implement community events and public art experiences to engage the community with ongoing social activity. In addition to creating an arts community, the Council intends to serve the public with improvements to neighborhood parks and improve recreational opportunities where funding allows. Fulfilling the mission, the Council would provide these enhancements for the residents and visitors of Springfield Township with less reliance on government funding.
The Council will work cooperatively with the Township government to bring life-enriching experiences to the community. The Springfield Township Board of Trustees will support the Arts & Enrichment Council with approved staff as needed, use of Springfield Township facilities, office supplies and limited funding to the organization. Beyond providing a service in the community, the Springfield Township Arts and Enrichment Council will conduct a long-term study to determine the viability of a Community Arts and Event Center.
The Council will offer community arts programming which may include social events, workshops, classes, concerts, theatre experiences and art exhibits for all ages. A variety of collaborative opportunities may be created to connect different sectors of the public including, but not limited to schools, local businesses, neighboring communities, civic associations, churches and various non-profits. In addition, the Council may coordinate community contests, committee projects and volunteer opportunities to fulfill its mission and to engage the community further.
Specific to park and recreation enhancements, the Council will have the ability to create a legacy program where patrons can pledge donations in the name of a loved one. Trees, decorative benches, playground equipment, field improvements, or capital improvement projects would be supported through the legacy program.
By creating a Springfield Township Arts and Enrichment Council, the Township, a community of 36,000 residents will benefit from a more sustainable source of planned community activities and access to the arts. While the resources from local governments become more scarce for these types of programs and activities, the need has never been greater.
Arts & Enrichment Council By-Laws Adopted by the Springfield Township Board of Trustees
ARTICLE I - NAME & OFFICES
Section 1: Name: The name of the organization shall be Springfield Township Arts and Enrichment Council, referred to hereafter as “Council”.
Section 2: Offices: The principle office of the Council shall be the Springfield Township Administration Complex, 9150 Winton Road, Cincinnati, Ohio 45231. The Council may also alter its principle office location or have offices at other locations as determined by the Council.
ARTICLE II - PURPOSES AND DUTIES
Section 1: Purpose: The Council is a not-for-profit community organization supporting arts, recreation, and enrichment opportunities in Springfield Township, referred to hereafter as “the Township”. The mission of the Council is to create an engaged and vibrant community with quality-of-life enhancements through the arts, community events, parks and recreation by the following non-exhaustive list of activities:
1.1. Fostering a growing arts presence in the Township through exposure to various forms of visual, applied and performing art experiences;
1.2. Conducting community events, often through partnerships, to generate community participation;
1.3 Conducting seminars and classes for people of all ages to enhance knowledge and encourage creative experimentation and personal growth;
1.4 Implementing beautification through organized legacy programs to enhance the Township’s neighborhoods, parks and community gateways;
1.5 Exploring the opportunities and feasibility of a community arts and enrichment center or other arts or recreation facilities; and
1.6 Fund-raising, design, and construction oversight for a community arts and enrichment center or other arts or recreation facilities if such facilities are determined to be feasible.
Section 2: Non-profit: The Council shall be a non-profit corporation, which shall not contemplate the distribution of gain, profit, or dividends.
Section 3: Duties: The primary duty of the Council is to provide the resources necessary to support its mission. These may include, but not limited to, the following:
3.1 Applying for relevant grants, financial awards, sponsorships, contributions and/or gifts from foundations, corporations, businesses, benevolent organizations and/or individuals.
3.2 Seeking volunteer community participation to help organize and conduct various events and activities.
3.3 Organizing and conducting various fundraising events and activities.
3.4 Hiring professionals to perform necessary design and construction activities.
The Council will strive to provide the resources necessary to create a greater arts and recreation presence in the Township. The anticipated benefit will be not only the programs and perhaps increased facilities provided by the Council, but also the creation of a more vibrant, connected community, improved public image, and increased economic development in Springfield Township.
ARTICLE III - MEETINGS OF OFFICERS
Section 1: Annual Meeting: The Council shall schedule its annual meeting in January of each year at which time the annual budget will be set.
Section 2: Special Meetings: Special meetings may be held as needed and shall be called by the Chair.
Section 3: Regular Meetings: The Council shall meet at least quarterly, as established at the annual meeting.
Section 4: Procedure: The parliamentary authority of this organization shall be Robert’s Rule of Order.
Section 5: Minutes: Minutes will be taken and submitted for the Council’s approval at the next scheduled quarterly meeting.
Section 6: Quorum: A majority of the Council is required at any council meeting to conduct business. Approval of an action item requires affirmative votes from the majority of the quorum.
Section 7: Sunshine Law Compliance: Given the current decisions by the Ohio Supreme Court regarding "public bodies" as that term relates to the Ohio Sunshine law, the Council will conduct its meetings as if it were subject to that law. Future cases and statutory changes may impact this determination and if so, the Council reserves the right to redetermine its status at that time and to amend these by-laws if such changes do occur.
Section 8: Notices: All meeting notifications shall be in writing, via email at least 24 hours in advance of such meetings.
ARTICLE IV – THE COUNCIL
Section 1: Council’s Relation To The Springfield Township Board of Trustees, Role, Size & Composition: The Board of Trustees, referred to hereafter as “the Board”, sets the goals for overall community growth and direction. The Council supports the Board in these goals as they relate to arts and enrichment in the community. The Board will support the Council with approved staff as needed, use of Township facilities, basic office supplies and limited funding to the organization. The Council Chair is responsible to insure that the overall policy and direction of the Council is set and followed. Projects proposed by the Council are subject to review by the Board and/or the Township Administrator. The Council may have up to fifteen, but no fewer than five Council officers. The Council receives no compensation.
ARTICLE V - OFFICERS
Section 1. Officers: The officers of the Council shall be the Chair, Vice-Chair/Secretary and Treasurer, with a minimum of two additional At-Large Officers. Additional Council officers with specific skill sets may be added to carry out specific responsibilities.
Section 2: Council Elections: The Board shall appoint all Council officers. Being that the Council is a publicly-supported, public charity, Township exempt employees must serve as the Council Chair and Treasurer. Additional exempt Township employees may be recommended by The Board to serve on the Council.
Section 3: Terms: Council officer terms shall be two-years, with no term limits. The terms of office shall run with the calendar year.
Section 4. Duties:
The CHAIR shall preside at all meetings, shall be an ex-officio member of all committees that may be established by the Council and, in general, perform all duties usually performed by the Chair.
The VICE-CHAIR/SECRETARY, in the absence or disability of the Chair, shall perform the duties of the Chair and shall, in addition, attend any meetings as may be requested by the chair. The Vice-Chair/Secretary shall record the minutes of all meetings. In the event the Vice-Chair/Secretary is unavailable, an alternate member of the Council shall be selected by the Council to record minutes.
The TREASURER shall receive and safely keep all funds of the organization and disburse the same upon receipt of properly approved receipts and invoices subject to the prior approval of the Chair and Vice-Chair/Secretary in accordance with the annual budget. The Treasurer shall maintain bank records and reconciliations. The Treasurer shall provide a report of the Council’s financials at each meeting, and, in general, perform all duties usually associated with this position including, but not limited to, any required federal, state and local tax filings.
Section 5. Resignation, Termination, Absences and Vacancies: Resignation from office shall be made in writing to the Chair. Absences deemed excessive by Council may be referred to the Board for their consideration of termination of an Officer. Conduct considered contrary to Council’s mission, a conflict of interest, counterproductive to Council proceedings or violation of any local, state or federal law may result in a recommendation to the Board for actions to suspend or terminate an Officer. The Board shall appoint a successor to fill any Council vacancy through the unexpired term.
ARTICLE VI – COUNCIL CHAIR AS AN EMPLOYEE OF SPRINGFIELD TOWNSHIP AND A MEMBER OF THE COUNCIL
Section 1: The Chair is an employee of the Township and has responsibilities to both the Township and the Council.
ARTICLE VII - COMMITTEES
Section 1: Committees: The Council may create committees as needed and must vote to appoint any committee chairs. Officers may serve as a committee chair. Committees serve to make recommendations to Council and to carryout council initiatives and goals.
Section 2. Resignation and Termination: Resignation from a committee shall be made in writing to the Council Chair. Absences of committee members deemed excessive by Council may be considered for termination. Conduct considered contrary to Council’s mission, a conflict of interest, counterproductive to Council proceedings or a violation of any local, state or federal law may result in suspension or termination of a committee member.
ARTICLE VIII - FISCAL YEAR
Section 1: Year: The fiscal year shall be the calendar year.
ARTICLE IX - RECORDS
Section 1: Location: The records shall be kept at the principle office. “Records” includes financial statements, accounts payable and receivable, vendor information, tax information, documentation, contracts, agreements, by-laws and minutes.
Section 2: Public Records Compliance: Given the current decisions by the Ohio Supreme Court regarding "public offices" as that term relates to Ohio Public Records law, the Council will retain its documents as if it were subject to that law. Future cases and statutory changes may impact this determination and if so, the Council reserves the right to redetermine its status at that time and to amend these by-laws if such changes do occur.
ARTICLE X - INDEMNIFICATION
Section 1: The Council shall indemnify all current and former Council Officers and committee members from liability for acts or omissions within the course of their service to the Township Community Arts Enrichment Council to the full extent permitted by the Ohio Not-for-Profit Corporation Act.
ARTICLE XI - AMENDMENTS
Section 1: The by-laws may be amended by a majority vote of Council voting at any regular meeting, provided the substance of such proposed amendment or amendments shall have been stated in a notice in writing to each member at least fourteen (14) days prior to such regular meeting.
ARTICLE XII - DISSOLUTION
Section 1: In the event the Council shall be dissolved for any reason, any remaining assets shall be distributed to Springfield Township. In the event that Springfield Township refuses any asset, that asset shall be distributed in accordance with the statutes of the State of Ohio and must be used exclusively for exempt purposes.