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HomeMy WebLinkAboutLibrary Board-Agenda Packets-3/11/2013 (24) City of �l�iyi1S Texas PUBLIC NOTICE COLLEYVILLE LIBRARY BOARD AGENDA JUNE 9, 2003 7:00 P.M. COLLEYVILLE CENTER 5301 RIVERWALK I. Call to Order II. Approval of May 12, 2003 Minutes III. Review of Policies and Procedures a. Library Code of Conduct b. Unattended Children c. Exhibits and Displays d. Other IV. Overview of the Friends of the Colleyville Public Library "Wish List" V. Overview of the Colleyville Public Library budget VI. Friends of the Colleyville Public Library Report VII. Colleyville Public Library Foundation Report VIII. Suggested Items for Future Meetings IX. Adjournment I certify that this notice was posted on the bulletin boards at City Hall on Thursday, June 5, 2003, at 5:00 •.m. C thia Singleton, TR hi ' City Secretary P.O. BOX 185 COLLEYVILLE, TEXAS 76034 (817) 577-7575 MEMORANDUM TO: Colleyville Library Board FROM: Mary Rodne, Library Director d.. SUBJECT: Library Policies DATE: June 5, 2003 In consideration of finalizing policies for the Colleyville Public Library, staff has reviewed the following policies that were previously reviewed by the Board: Library Code of Conduct Unattended Children Exhibits and Displays Upon completion of review, staff will be presenting the proposed policy revisions at the meeting for the Board's consideration. Please contact me if you have any questions or need additional information prior to the meeting. xx: Dianne McWethy, Deputy City Manager ORDINANCE 0-01-1282 AN ORDINANCE ESTABLISHING A LIBRARY BOARD FOR THE CITY OF COLLEYVILLE; ESTABLISHING THE NUMBER OF BOARD MEMBERS AND THEIR TERMS OF OFFICES, ESTABLISHING QUALIFICATIONS; PROVIDING FOR DUTIES AND RESPONSIBILITIES OF THE LIBRARY BOARD; PROVIDING THAT THIS ORDINANCE SHALL BE CUMULATIVE OF ALL ORDINANCES; PROVIDING A SEVERABILITY CLAUSE; PROVIDING FOR PUBLICATION AND PROVIDING AN EFFECTIVE DATE WHEREAS, the City Council of the City of Colleyville, Texas, deems it advisable and necessary to establish a Library Board for the City of Colleyville, to act as an advisory board to the City Council relating to all nature of library facility planning and programming; NOW, THEREFORE, BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF COLLEYVILLE, TEXAS: Sec. 1. Creation of Library Board. There is hereby established the Library Board for the City of Colleyville, Texas, hereinafter referred to as the "Board." Sec. 2. Number of Board Members, Qualifications and Terms. The Board shall consist of nine Colleyville members, including seven (7) regular members and two (2) alternates, who shall be appointed by the City Council for two (2) year terms, provided three (3) members shall be appointed each odd-numbered year and four (4) members must be appointed each even-numbered year. Members shall serve without compensation until their successors are appointed. Places on the Board shall be numbered one (1) through seven (7) , Place 1 and Place 2 alternates. The City Council if it deems it desirable, may appoint ex-officio members to the Board. Such ex-officio members shall be appointed on an annual basis and the term of office of such ex-officio members shall be one year from the date of appointment. Such ex-officio members shall have no voting authority. Vacancies on the Board are to be filled by appointment by the City Council for the length of the unexpired term. Sec. 3. Board Meetings and By-Laws. The Board shall select from the members a chairman and a vice-chairman who shall serve for one- year terms and until their successors are elected. The Board shall adopt by-laws to govern the holding of its meetings, which at a minimum, shall encompass the following: Ordinance 0-01-1282 Page 2 of 3 a. Regular meetings shall be held once each month. b. Manner of holding and calling of special meetings. c. Majority of members shall constitute a quorum. d. Members not planning to attend a regular meeting or special meeting shall notify the City Manager or their designee or the Chair of the Board by 12:00 o'clock noon of the meeting day. e. Any member with unexcused absences from two (2) consecutive meetings or not exhibiting interest in the work of the Board shall be reported to the City Council, which may, at its discretion, remove the Board member and appoint a replacement. f. Minutes of each Board meeting shall be filed with the City Secretary. g. Assist with the development of the Library Director job description. Sec. 4. Board Duties and Responsibilities. The duties and responsibilities of the Library Board shall be to: a. Act in an advisory capacity to the City Council in all matters pertaining to the library facility planning and programming, including development of long range capital improvement programs. b. Cooperate with other City boards and commissions, other governmental agencies, civic groups, and all citizens of the city in the advancement of sound library planning and programming. c. Recommend policies for library services. d. Recommend the adoption of standards for public library facilities and their financial support. e. Receive requests for public funding for educational purpose of any public or private person, persons, associations or business entities, and to forward such request with recommendation to the City Council. f. Review the annual operating budget and capital improvement requests related to library programs with the Library Director and provide recommendations to the Director for submission to the City Manager for consideration. Ordinance 0-01-1282 Page 3 of 3 Sec. 5. THAT this shall be cumulative of all provisions of the City of Colleyville, Texas, except where the provisions of this are in direct conflict with the provisions of such, in which event the conflicting provisions of such s are hereby repealed. Sec. 6. THAT is any section, paragraph, clause or provision of this Ordinance shall for any reason be held to be invalid or unenforceable, the invalidity or unenforceability of such section, paragraph, clause or provision shall not affect any of the remaining provisions of this Ordinance. Sec. 7. THAT this Ordinance shall take effect immediately from and after its passage and publication in accordance with the provisions of the Charter of the City of Colleyville. AND IT IS SO ORDERED. The first reading and public hearing being conducted on the 5 day of 2001. The second reading and public hearing being conducted on the /9 day of 2001. ATTEST: CITY OF COLLEYVILLE: "r") >14.c.c4:4110 .i Cynthia Singleton, TRMC Do na Arp City Secretary Mayor APPROVED AS TO FORM AND LEGALITY: Ross Foster City Attorney • COLLEYVILLE LIBRARY BOARD BYLAWS ARTICLE I - Identification and Purpose The Colleyville Library Board was established by the City Council of Colleyville by Ordinance 0-01-1282, passed and approved on the second reading the 19th day of June, 2001. Its purpose is to act as an advisory board to the City Council on matters relating to library facility planning and programming. ARTICLE II - Membership 2.1* The Board shall consist of nine (9) Colleyville members, including seven (7) regular members and two (2) alternates, who shall be appointed by the City Council for two (2) year terms, provided three (3) members shall be appointed each odd-numbered year and four (4) must be appointed each even-numbered year. Members shall serve without compensation until their successors are appointed. Places on the Board shall be numbered one through seven, Place 1 and Place 2 alternates. 2.2* The City Council, if it deems desirable, may appoint ex-officio members to the Board. Such ex-officio members shall be appointed on an annual basis and the term of office of such ex-officio members shall be one (1) year from the date of appointment. Such ex-officio members shall have no voting authority. 2.3* Vacancies on the Board shall be filled by appointment of the City Council for the length of the unexpired term. ARTICLE III - Meetings 3.1* Regular meetings shall be held once each month; the site, date, and time to be set by the Board at its annual meeting, which is the first regular meeting after the yearly Library Board appointments. Meeting times, dates, and sites may be changed as need arises. Members shall be expected to attend all meetings, except as they are prevented by a valid reason. 3.2* Members not planning to attend a regular meeting shall notify the City Manager or their designee or the Chair of the Board by noon of the meeting day. 3.3* Any member with unexcused absences from two consecutive regular meetings or not exhibiting interest in the work of the Board shall be reported to the City Council, which may, at its discretion, remove the Board member and appoint a replacement. 3.4* A majority of the voting Board shall constitute a quorum to conduct official business of the Board. The act of a majority of the Board members present at a meeting, at which a quorum is in attendance, shall constitute the act of the Board. 3.5 Officers shall be elected at the annual meeting. 3.6 Special meetings may be called at the request of the Chairman or three members of the Board, for the transaction of stated business. Board members must be notified at least 72 hours prior to the date of the special meeting. 3.7 Conduct of Business (a) Robert's Rules of Order, Newly Revised shall govern in the parliamentary procedure of the Board, in all cases to which they are applicable and in which they are not inconsistent with these by-laws. (b) The Chair shall preside at all meetings. In the absence of the Chair, the Vice Chair shall preside. (c) The Chair may vote upon and may move or second a proposal before the Board. (d) The seven regular Board members have voting privileges at meetings. If a regular member is absent, the alternate in Place 1 shall fill the position. If two regular members are absent, the alternate in Place 2 will fill in as a regular member. (e)*Minutes of each Board meeting shall be filed with the City Secretary. The minutes shall be public records and indicate, at a minimum, the members present, the subject of matters considered, and the result of any vote taken. 3.8 Meeting agendas and any relevant materials shall be prepared and distributed to each member and alternate 72 hours before a regular meeting. 3.9 The Board may establish such standing committees as it deems appropriate. Such committees are to serve until the completion of their task or otherwise dissolved by the Board. All committees are expected to make progress reports at each regular meeting. ARTICLE IV - Officers 4.1 The officers of the Board shall be the Chair and the Vice Chair. The officers shall serve for one year terms and until their successors are elected. City Staff shall be custodian of the minutes and other official records and shall attend correspondence of the Board. 4.2 The officers shall be elected at the annual meeting. 4.3 The Chair shall preside at all meetings of the Board and perform all duties incident to the office of the Chair. In the absence of the Chair, the Vice Chair shall perform the duties of the Chair. 4.4 Vacancies in office shall be handled as follows: (a) In the event of resignation or incapacity of the Chair, the Vice Chair shall become the Chair for the unexpired portion of the term. (b) A vacancy in the Vice Chair position shall be filled for the unexpired term by special election. ARTICLE V - Duties and Responsibilities 5.1* Act in an advisory capacity to the City Council in all matters pertaining to the library facility planning and programming, including development of long rang capital improvement programs. 5.2* Cooperate with City boards and commissions, other governmental agencies, civic groups, and all citizens of the city in the advancement of sound library planning and programming. 5.3* Recommend policies for library services. 5.4* Recommend the adoptions of standards for public library facilities and their financial support. 5.5* Receive requests for public funding for educational purpose of any public or private person, persons, associations or business entities, and to forward such request with recommendation to the City Council. 5.6* Review the annual operation budget and capital improvement requests related to library programs with the Library Director and provide recommendations to the Director for submission to the City Manager for consideration. 5.7* Assist with the development of the Library Director job description. ARTICLE VI - Amendments 6.1 These bylaws may be amended by a majority vote at any regular meeting, if all members have been notified of the proposed amendment 72 hours prior to such meeting. Amendments must be in compliance with applicable City Ordinances. *Ordinance 0-01-1282