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Establish Library Board Membership, Duties & Responsibilitieslowx F ios oasis COUNCIL AGENDA REPORT DATE: APRIL 15, 2014 TO: MAYOR AND TOWN COUNCIL FROM: GREG LARSON, TOWN MANAGER MEETING DATE: 04/21/14 ITEM NO: 3 SUBJECT: ADOPT RESOLUTION ESTABLISHING LIBRARY BOARD MEMBERSHIP, DUTIES AND RESPONSIBILITIES RECOMMENDATION: Adopt the resolution establishing Library Board Membership, Duties and Responsibilities. BACKGROUND: The Library Board has been governed by State Code and has not operated with a Town resolution establishing guidelines for membership, duties and responsibilities as is the case with the Town's other commissions. DISCUSSION: The Library Board identified a need for a resolution that defined membership, duties and responsibilities of the Library Board in order to provide clearer direction and understanding of the role and value of the Board to the Library and the greater community. After researching similar documents available for other Town Commissions and working with CPLA (California Public Library Advocates) to access library- specific resolutions, the Library Board drafted a resolution which was shared with the Town Manager's Office for review. This resolution includes two new youth members as part of the Library Board, who would be included in the Council's regularly scheduled youth commissioner recruitment if this resolution is adopted. The resolution (attached) was approved unanimously by the Library Board at a Special Meeting on Tuesday, April 15, 2014. PREPARED BY: HEIDI MURPHY Town Librarian Reviewed by: _Q�_�Assistant Town Manager (�L!!jTown Attorney Finance N: \MGR\AdminWorkFi1es\2014 Council Reports\April 21 \Library Board Membership Duties.doc PAGE 2 MAYOR AND TOWN COUNCIL SUBJECT: ADOPT RESOLUTION ESTABLISHING LIBRARY BOARD MEMBERSHIP, DUTIES AND RESPONSIBILITIES APRIL 15, 2014 ENVIRONMENTAL ASSESSMENT: This is not a project defined under CEQA, and no further action is required. FISCAL IMPACT: There is no fiscal impact associated with this resolution. Attachment: Resolution establishing Library Board Membership, Duties and Responsibilities RESOLUTION 2014- RESOLUTION OF THE TOWN COUNCIL OF THE TOWN OF LOS GATOS ESTABLISHING THE TERMS AND CONDITIONS FOR APPPOINTMENT TO AND CONDUCT OF THE LIBRARY BOARD WHEREAS, On April 15, 2014, the Library Board approved through unanimous vote, a resolution establishing the terms and conditions for the appointment to and conduct of the Library Board. NOW, THEREFORE, BE IT RESOLVED THAT, (a) The Library Board shall consist of seven (7) members - five (5) adult members and two (2) youth members. Adult members terms of office shall be three (3) years and until their successors are appointed by the Town Council. Youth members terms shall be one (1) year and until their successors are appointed by Town Council. Two (2) members of the Board shall, at the time of his/her appointment, have completed the ninth (9`h) grade, reside in the Town of Los Gatos, and attend any accredited high school; or have completed ninth (9`h) grade, have a Los Gatos mailing address, and attend an accredited high school in the Town of Los Gatos. The student member's term of office is one (1) year and until his/her successor is appointed. The terms of office of the adult members shall be staggered and over lapped in such a manner that the terms of no more than one -third of the members expire each year. The Town Council shall fill any member vacancies occurring during the term of the Board. The Board shall, annually, at the January meeting, designate a Chairperson and Vice - Chairperson. The adult members of the Library Board shall be residents of the incorporated area of the Town of Los Gatos. Meeting attendance requirements for all Board members will conform with current Town Resolutions. (b) Four members of the Board shall constitute a quorum of the Board for the purpose of transacting business. Any member shall have the right to present a minority view to Council in reference to any report or recommendation the Board may take. (c) The members of the Board shall serve without compensation, provided that with advance budgetary approval of the Town Council, the actual and necessary expenses (if any) incurred by the members in the conduct of Town business shall be reimbursable pursuant to the provisions of the current Administrative Policy. (d) The Library Board shall establish a regular time and location for its meetings and shall conduct its meetings in compliance with the provisions of the Ralph M. Brown Act (Government Code Sections 54950.) Special meetings may be called at any time by three Board members by written notice served upon each member, and shall be posted at least twenty -four hours before the time specified for the proposed meeting. (e) Minutes of the actions taken during the Board's meetings shall be kept and shall be a public record. BE IT FURTHER RESOLVED THAT, (a) The function of the Board shall be to serve in an advisory capacity to the Town Council regarding Town policies within its scope of expertise; specifically on library programs, services and policies that meet the needs of the community. With the prior approval of, and /or at the direction of, the Town Council or its delegate, the Board shall receive public input, evaluate options, and make recommendations on policy issues affecting the library. (b) The Board shall promote the services of the library in the community by: 1. Becoming familiar with the library's services and with applicable local and state library laws. 2. Speaking to service clubs, business associations, school groups, and other organizations about the library's program and services. (c) The Board may send representatives, when appropriate, to other bodies or commissions. (d) The Board shall perform other duties as assigned by the Town Council. PASSED AND ADOPTED at a regular meeting of the Town Council of the Town of Los Gatos, California on the twenty -first day of April, 2014 by the following vote: COUNCIL MEMBERS: AYES: NAYS: ABSENT: ABSTAIN: SIGNED: MAYOR OF THE TOWN OF LOS GATOS LOS GATOS, CALIFORNIA ATTEST: CLERK ADMINISTRATOR OF THE TOWN OF LOS GATOS LOS GATOS, CALIFORNIA