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HomeMy WebLinkAboutLibrary Board-Agenda Packets-3/11/2013 (3) City of o :riairw-ii- S. U [ virrAii -g". Texas PUBLIC NOTICE COLLEYVILLE LIBRARY BOARD MEETING AGENDA November 8, 2001 Colleyville Community Center 5300 Bluebonnet Drive 7:00 p.m. I. Call to Order II. Approval of the September 13, 2001 Minutes III. Discussion and Consideration of Colleyville Library Board By-Laws IV. Update of the Financial Resources Committee V. Discussion and Consideration of Library Director VI. Update of Voluntary Library Fund VII. Next Meeting VIII. Adjournment I certify that the above notice was posted on the Bulletin Board at City Hall on Friday, November 2, 2001, at 5:30 p.m. ei2e. 4 Cynthia Singleton, TRMC City Secretary P.O. BOX 185 COLLEYVILLE, TEXAS 76034 (817) 577-7575 COLLEYVILLE LIBRARY BOARD MINUTES • September 13, 2001 CALL TO ORDER - The meeting of the Colleyville Library Board was called to order at 7 p.m. ROLL CALL - Members present: Pat Jones, Gary Taraba, Carol Wollin, Mary Alice Rippe, Richard Roxburgh, Nancy Eytcheson, Caren Handleman, Susan Barzelay, Mary Ann Nicholson, Councilman Dana Feldman, and Mayor Pro Tem Ginny Tigue. Members absent: Ret Stansberger and Steve Jacob. Ex-Officio Members present: Dr. Larry Darlage, Dr. Kevin Singer, and Mayor Donna Arp. Staff present: Dianne McWethy, Dixie Cawthorne and Cindy Martin. II. ELECTION OF OFFICERS - A motion was made by Susan Barzelay, seconded by Richard Roxburgh to nominate Gary Taraba as President. A motion was made by Pat Jones and seconded by Caren Handleman to nominate Carol Wollin as Vice President. Motion approved. III. REVIEW LIBRARY PROGRAM AND DESIGN — Dianne McWethy review the progress of the development of the library, as follows: a. 24,000 square foot building. b. Phase I — Finish out the first floor c. Phase II — Finish out second level - future expansion d. Library Design Development complete e. Library Schedule IV. ESTABLISH LIBRARY BOARD COMMITTEES Committees discussed were: Technical/Technology, Bylaws, Policy and Procedure, Fund Raising, Grants, and Foundation. President Gary Taraba would like to form an initial committee to incorporate all Financial Committees. The Financial Resource Committee will be responsible for defining the roles for each independent funding committee (Fund-Raising, Grant, Foundation, Friends of the Library). A motion made by Gary Taraba, seconded by Pat Jones to nominate Caren Handleman as the Financial Resource Committee Chair. A motion was made by Pat Jones, seconded by Carol Wollin to nominate Mary Alice Rippe as the Bylaw Committee Chair. Each committee member volunteered for the following committees: Financial Resource Committee consists of Chair Caren Handleman, Susan Barzelay, Mary Ann Nicholson, Dr. Larry Darlage, Richard Roxburgh Councilman Dana Feldman and Mayor Pro Tern Ginny Tigue. Bylaws Committee consists of Chair Mary Alice Rippe, Carol Wollin, Pat Jones, Nancy Eytcheson and Dr. Kevin Singer. V. ESTABLISH MEETING SCHEDULE — The next meeting will be Thursday, November 8 at the Community Center. The Board established a standing meeting for the first Wednesday of every month at 7:00 p.m. beginning on December 5, 2001. VI. ADJOURN: The meeting of the Colleyville Library Board was adjourned at 8:15 p.m. COLLEYVILLE LIBRARY BOARD BYLAWS - (DRAFT) 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 l 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 The annual meeting shall be for the purpose of electing officers. 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. 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. 4.2 The officers are 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. a (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. (DRAFT)