Loading...
HomeMy WebLinkAboutCity Council Resolution 2031 RESOLUTION NO. 2031 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 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 and other documents; and WHEREAS, the content of existing documents is now considered to be in part obsolete and in need of expansion and updating; and WHEREAS, the current Library Commission, the City staff and the City Council have reviewed the attached document, "THE SARATOGA LIBRARY COMMISSION: ITS STRUCTURE, ADMINISTRATION, BASIC RESPONSIBILITIES, DUTIES AND RELATIONSHIPS": 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 as they should exist; and WHEREAS, there appears to be a continuing need for a City Library Commission which 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 Provisions "1" and "2" above nor in the attached document shall be construed as restricting or curtailing any of the powers of the City Council or City officers, or the delegation to the Library Commission of any authority imposed by law on such Council and 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 5th day of Januaz~F .... , 1983 by the following vote: AYES: Councilmembers Clevenger, Fanelli, Mallory, ~byles, and Mayor Callon NOES: None AB S E N T: None , ,,!~,,..~:::? ~ .,.,,~ ~, .......... MAYOR ATTEST: .jl~'... "RK CITY ~tE Pa e I of 3 THE SARATOGA LIBRARY COMMISSION: ITS STRUCTURE, ADMINISTRATION, BASIC RESPONSIBILITIES, DUTIES AND RELATIONSHIPS STRUCTURE Membership. The Library Commission of the City of Saratoga shall consist of seven membe'~s appointed by the City Council. At least six 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 the seventh member of the Commission and to nominate replacements for this member as may be needed. Term of Office. The term of office of members of the Commission shall be four years. In ord'~r to provide continuity, the four-year terms of all seven commissioners shall not be made to expire on the same date. Instead, the terms of three of the commissioners shall be made to expire two years from the expiration date of the terms of the other four commissioners, and the sequence thus established shall be followed thereafter. Vacancies and Removals. Each vacancy in the Library Commission shall be filled by the C'ity Co'uncil for t'he'unexpired portion of the term of office vacated. Any member of the Library Commission may be removed from office by a majority vote of the total members of the City Council. Officers. The Library Commission shall elect one of its members to serve as Chairman, another to serve as Vice Chairman, and another to serve as Recording Secretary. Terms shall be for a period of one year, with the understanding that the Commission may reelect incumbents to succeed themselves. Other internal offices may be established and filled by the Commission as the need may arise. ADMINISTRATION Meetings. The Chairman of the Commission shall normally schedule a meeting of the Commi'~sion Once each month. However, when in the opinion of the Chairman the prospective business scheduled for a monthly meeting is not of sufficient importance or urgency to warrant bringing members together for-a monthly meeting, then the Chairman may cancel the regular meeting for that month with proper notification to members. The Chairman may call special m~etings of the Commission from time to time as necessary. Quorum. A majority of Commission members shall constitute a quorum for purposes of transac't'ing the business of the Commission. Co~.pensation. Members of the Commission shall serve without compensation. When in accord wit'h 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 Recording Secretary of the Library Commission shall keep a record of al'l proceedings, deliberations, resolutions, 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. Page 2 of 3 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, the Santa Clara County Library staff, and the Saratoga Library Supervisor. 2. Identify and bring to the attention of the City Council, the City staff, the Santa Clara County Library staff, and the Saratoga Library Supervisor (as appro- priate) 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. Receive information and suggestions on Library operation from the public, through public hearings and through less formal channels of communication such as correspondence and discussion sessions. 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. Promote good public relations concerning the Library and its activities. 8. Work with "Friends of the Saratoga Libraries" and other support groups as may be desirable in the planning of their activities. 9. Promote optimal utilization of the Library fac~]itiesand staff, and encourage service mindedhess on the part of all having to do with providing Library service to the public. 10. Encourage the preservation of the Saratoga Library plant through proper upkeep and preventive maintenance. Page 3 of 3 RELATIONSHIPS 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, the Santa Clara County Library staff, and the Saratoga Library Supervisor.