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HomeMy WebLinkAboutCity Council Resolution 16-043 - Defining & Establishing Autorities and Responsibilities of the Saratoga Library CommissionRESOLUTION NO. 16-043 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SARATOGA DEFINING AND ESTABLISHING THE AUTHORITIES AND RESPONSIBILITIES OF THE SARATOGA LIBRARY COMMISSION AND ITS OPERATION WHEREAS, the City of Saratoga Library Commission was established by Resolution No. 68 dated June 17, 1959, with further modification to the Commission's structure, terms of office, and operation being made by Resolutions dated February 11, 1971, February 5, 1975, January 5, 1983, and other documents; and WHEREAS, the content of existing documents is in need of updating; and WHEREAS, the City Council held two study sessions to review the basic functions and responsibilities of the Saratoga Library Commission; and WHEREAS, these reviews have led to a consensus that the attached document reflects an accurate and updated portrayal of the Commission and its operation; and WHEREAS, the City Library Commission shall function in accordance with the provisions of the attached document. NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Saratoga as follows: 1. That the Saratoga Library Commission henceforth be governed by the terms of the attached document, which is hereby incorporated into and made a part of this resolution; and 2. That the content of the attached document shall supersede prior resolutions, guidelines and understandings relating to the Commission and its operation, provided, however that nothing in this resolution or in the attached document shall be construed as restricting or curtailing any of the powers of the City Council or City officers. The above and foregoing resolution -was -passed -and -adopted -by the City Council of the City of Saratoga -at a regular meeting held on the 156' day of June 2016 by the following vote: AYES: Mayor E. Manny Cappello, Vice Mayor Emily Lo, Council Member Mary -Lynne Bernald NOES: ABSENT: Council Member Howard A. Miller, Rishi Kumar ABSTAIN: TEST: al Bothelio; City Clerk E. Manny Cappello, Mayor DATE: (//7(-00 7000 l �o THE SARATOGA LIBRARY COMMISSION: ITS STRUCTURE, ADMINISTRATION, BASIC RESPONSIBILITIES, DUTIES AND RELATIONSHIPS ADOPTED VIA RESOLUTION 16-043 STRUCTURE Membership. The Library Commission of the City of Saratoga shall consist of five members appointed by the City Council. At least four of the Commission's members shall reside in the City or in the adjacent unincorporated areas within the Library's service district. Because of the support and usage of the Library by citizens of Monte Sereno, the City of Monte Sereno shall be invited to nominate a candidate to serve as a member of the Commission and to nominate replacements for this member as may be needed. Term of Office, Vacancies and Removal, Officers. The term of office, vacancies and removals, and officers of members of the Commission shall be as set forth in the City Code._ ADMINISTRATION Meetings. The Saratoga Library Commission shall hold regular meetings every other month. The date and time of regular meetings shall be approved by resolution of the City Council. Rules of Procedure. The Commission shall in all other respects comply with the requirements for City Commissions as set forth in the City Code and City Council policies adopted from time to time. Compensation. Members of the Commission shall serve without compensation. When in accord with current City policy and when arranged in advance with the City Manager, actual and necessary expenses incurred by Library Commission members acting in their official capacity shall be reimbursed by the City. Records. The staff liaison of the Library Commission shall keep a record of all proceedings, deliberations, findings, determinations and recommendations of the Commission. These records shall be available to the public, and copies shall be filed with the City Clerk. Staff Services. Staff services required by the Commission shall be provided by the City Manager, consistent with City budget authorizations. BASIC RESPONSIBILITIES The Library Commission shall serve as a senior advisory and liaison body. Its basic responsibilities shall include the following: 1. Provide counsel and recommendations on Library policies, budgets, plans and procedures to the Saratoga City Council, the City staff, and the Santa Clara County Library staff and Saratoga Library Supervisor. 2. Identify and bring to the attention of the Ci ty Council , the City staff, and the Santa Clara County Library staff (as appropriate) present and prospective issues and questions relating to Library operation. 3. Participate, along with other appropriate governmental units, in explaining and interpreting matters pertaining to Library operation to Library users, Library support groups, and the general public. 4. Perform such other activities as may be directed by the Saratoga City Council. DUTIES In carrying out its basic responsibilities, the Library Commission shall perform the following duties: 1. Hold formal meetings as required (see preceding Section on "Administration"). 2. Maintain communications with the City Council, the City staff, the Santa Clara County Library staff, and the Saratoga Library Supervisor on matters that have a significant impact on the Library's budget and operation. 3. Outreach to different community groups to inform them of library services and to receive suggestions on improving Library operation. 4. Maintain within the Commission a continuity of knowledge of the Library, its operation and its problems. 5. Keep generally informed on technical developments that could have a bearing on the Library's operation. 6. Participate in the general planning of the library's operation and in the planning of events related to the Library. 7. Work with "Friends of the Saratoga Libraries" and other support groups as may be desirable in the planning of their activities. 8. Promote optimal utilization of the library space, and encourage service mindedness on the part of all having to do with providing Library service to the public. 9. Engage the Saratoga Library Youth Advisory group in matters concerning use of the Library and programs. RELATIONSHIPS 1. The Library Commission shall report to and be responsible to the Saratoga City Council. The City Manager is authorized to appoint a City staff member to serve as a liaison representative between the Council, staff and the Library Commission on administrative matters. 2. The Library Commission shall have no administrative authority over the Library's operation, or activities of City staff. 3. The Library Commission shall have authority to call meetings, conduct hearings, perform analysis and make contacts with various interested parties in carrying out its basic responsibilities. 4. The Library Commission may act on its own initiative, based on its own assessment of needs, or upon request from other interested parties such as the City Council, the City staff, and the Santa Clara County Library staff.