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HomeMy WebLinkAboutItem 06 Approve Amended Springfield Library Advisory Board Rules for Governance AGENDA ITEM SUMMARY Meeting Date: 12/5/2016 Meeting Type: Regular Meeting Staff Contact/Dept.: Rob Everett/Library Staff Phone No: X3756 Estimated Time: Consent Calendar S P R I N G F I E L D C I T Y C O U N C I L Council Goals: Mandate ITEM TITLE: SPRINGFIELD LIBRARY ADVISORY BOARD RULES FOR GOVERNANCE AMENDMENT ACTION REQUESTED: Approve amended Springfield Library Advisory Board Rules for Governance ISSUE STATEMENT: City Council proposed that the Library Advisory Board adopt a Code of Conduct for its members and amend its Rules for Governance to reference the adopted code. On January 5, 2016 the Board unanimously approved amending their Rules to incorporate the Code of Conduct into its Rules. ATTACHMENTS: ATT1: Library Advisory Board Amended Rules for Governance DISCUSSION/ FINANCIAL IMPACT: The City Council requested that the Library Advisory Board adopt a Code of Conduct for its members, and amend its Rules for Governance to reference the adopted code. The Council proposed Code was unanimously approved at the January 5th, 2016 Board meeting for adoption into the Library Advisory Board Rules for Governance. Rules for the Governance of the Springfield Library Board 1. Pursuant to the requirements of the Oregon Revised Statutes relating to Public Libraries, and in harmony with the Charter of the Springfield Public Library, the Library Board of the City of Springfield shall consist of seven members appointed and confirmed by the Council of said city. 2. Two officers of the Board shall be a Chair and a Vice-Chair. Their term of office shall be for one year coinciding with the calendar year. No officer shall serve more than two consecutive terms. They shall be elected at the last regular meeting in each calendar year and shall remain in office until their successors are elected and qualified. 3. The Secretary to the board shall be the Springfield Library Director. The director shall keep a true and accurate account of all proceedings of the board meetings, shall notify members of all regular meetings, and on the authorization of the chair, of all special meetings, shall have custody of the minutes and other records of the board, and shall notify the appointing body of any vacancies on the board. 4. A meeting shall be held once a month, excepting December. The date and the time will be established by the board. 5. All Library Board appointees serve at the pleasure of the City Council. A position shall be vacated by the Council when the appointee has two or more consecutive unexcused absences from the board meetings in any twelve consecutive month period. (Section IX (5) 5.5) of the Council Operating Policies). A board member unable to attend the meeting is required to notify the director at the earliest possible date. A quorum at any meeting shall consist of four or more board members. 6. Special meetings may be held at any time at the call of the chair or director, or at the call of any two members of the board, provided that notice thereof is given to all board members at least twenty-four hours in advance of the special meeting. 7. When there is a vacancy, the board will interview applicants, and make a recommendation to the Springfield City Council. 8. The chair may appoint committees to work on special issues or projects; such committees will serve until the completion of the work for which they were appointed. Attachment 1, Page 1 of 3 9. The order of business at all regular meetings of the board shall be as follows: - Call to order - Business from the audience - Reading of the minutes - Communications - Report of library director - Reports of committees - Unfinished Business - New Business - Adjournment 10. Guidelines for Meeting Conduct 1. Come to each meeting prepared, on time, and with a positive attitude. 2. Treat all members with respect by your words and by your actions. 3. Practice active listening allowing others to speak without interruption. 4. Look for places to agree, connect, or support. 5. Follow the agenda and be respectful of meeting time. 6. Following a vote honor the decisions of the group. 7. If a committee member engages in unacceptable behavior, the Mayor may take any action he/she deems appropriate, up to and including expulsion from the committee, commission, or board. OTHER GUIDELINES Email: As a member of a City board, commission or committee, emails received or sent through your email account that relate to your city board, commission or committee are considered public record, regardless of the device they are received on or sent from. Please use good judgment and common sense when sending email. Text: The same applies to text messages received or sent that relate to your city board, commission or committee. 11. Roberts Rules of Order shall govern in the parliamentary procedure of the board. Attachment 1, Page 2 of 3 12. Previous policies of the board shall be reviewed periodically for consideration. 13. Amendments to these rules may be proposed at any regular meeting but may become effective only after a favorable vote at a subsequent meeting. Any of the foregoing rules may be temporarily suspended by a unanimous vote of all the board members present at any meeting, and the vote on such suspensions shall be taken by yeas and nays and entered into the official record. Updated by Board Action January 5, 2016 Adopted by City Council __________________________ ________________________________________ Library Board Chair ________________________________________ Mayor Attest: _________________________________________ City Recorder Attachment 1, Page 3 of 3