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HomeMy WebLinkAboutCity Council Resolution 23-095, Library and Public Art Commission Authorities Responsibilities and DutiesRESOLUTION NO.23-095 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SARATOGA DEFINING AND AMENDING THE AUTHORITIES AND RESPONSIBILITIES OF THE SARATOGA LIBRARY & PUBLIC ART COMMISSION 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, September 4, 2019, and other documents; and WHEREAS, on August 19, 2020, the City Council changed the name of the Library Commission to the Library and Community Engagement Commission and proposed changes to the authorities and responsibilities; and WHEREAS, on November 15, 2023, the City Council recommended the renaming of the Library and Community Engagement Commission to the Library and Public Art Commission; and WHEREAS, upon adoption of this resolution, the Saratoga Library and Public Art 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 and Public Art Commission henceforth be governed by the terms set forth in the attached City of Saratoga Library and Public Art Commission Authorities, Responsibilities, and Duties, which is hereby incorporated into and made part of this resolution; and 2. That the content of the attached Library and Public Art Commission Authorities, Responsibilities, and Duties shall supersede prior resolutions, guidelines, and understandings relating to the Commission and its operation, provided, however, that nothing in this resolution or the attached document shall be construed as restricting or curtailing any of the powers of the City Council or City officers; and Resolution 23-095 Page 2 The above and foregoing resolution was passed and adopted at a regular meeting of the Saratoga City Council held on the 201h day of December 2023 by the following vote: AYES: COUNCIL MEMBERS FITZSIMMONS, PAGE, VICE MAYOR AFTAB NOES: COUNCIL MEMBER WALIA, MAYOR ZHAO ABSENT: NONE ABSTAIN: NONE YarGhao, Mayor ATTEST: AK Britt Avrit, MMC, City Clerk Resolution 23-095 Page 3 CITY OF SARATOGA LIBRARY AND PUBLIC ART COMMISSION AUTHORITIES, RESPONSIBILITIES, AND DUTIES Adopted via Resolution No. 23-095, December 20, 2023 STRUCTURE Membership. The Library & Public Art Commission of the City of Saratoga shall consist of members appointed by the City Council. At least of the Commission's members shall reside in the City or in the adjacent unincorporated areas within the Library's service district. Members are required to meet qualifications identified in City Code Section 2-12.020. 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 & Public Art Commission shall hold regular meetings every other month. The date and time of regular meetings shall be approved by resolution of the Commission. Rules of Procedure. The Commission shall in all respects comply with the requirements for City Commissions as set forth in the City Code and City Council policies. 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 & Public Art 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. Adopted via Resolution No. 23-095, December 20, 2023 Resolution 23-095 Page 4 BASIC RESPONSIBILITIES The Library & Public Art Commission shall serve as an advisory body. Its basic responsibilities shall include the following: 1. Provide counsel and recommendations on Library and Public Art policies, budgets, plans, and procedures to the Saratoga City Council and the Santa Clara County Library. Identify and bring to the attention of the City Council, the City staff, and the Santa Clara County Library staff (as appropriate) current and prospective issues and questions relating to Library policies and activities. 2. As directed by the City Council, evaluate, and assess public art projects or programs and perform such other activities as may be directed by the Saratoga City Council. DUTIES In carrying out its basic responsibilities, the Library & Public Art Commission shall perform the following duties: 1. Hold formal meetings as required (see preceding Section on "Administration") 2. Maintain communications with the City Council, City staff, Santa Clara County Library staff, and the Saratoga Community Librarian. 3. Maintain within the Commission a continuity of knowledge of Library operations and Public Art policies and strategies. 4. Keep generally informed on technical developments that could have a bearing on the Library's policies or strategies. 5. Provide support and/or advice on events related to the Library and City Art. 6. Review the Community Event Grant Applications and provide funding recommendations to the City Council. 7. Work with "Friends of the Saratoga Libraries", the Saratoga Teen Advisory Board, and other support groups as may be desirable concerning the Library and Public Art. 8. Maintain awareness and knowledge of public art trends and principles. Adopted via Resolution No. 23-095, December 20, 2023 Resolution 23-095 Page 5 RELATIONSHIPS 1. The Library & Public Art 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 & Public Art Commission on administrative matters. The Library & Public Art Commission shall have no administrative authority over Library or City operations, activities, or staff. 3. The Library & Public Art Commission shall have the authority to call meetings, conduct hearings, perform analysis, and make contacts with various interested parties in carrying out its basic responsibilities. 1724111.2 Adopted via Resolution No. 23-095, December 20, 2023