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HomeMy WebLinkAboutMinutes_LAB_06.12.2000• May 31, 2000 MEMORANDUM TO: Library Advisory Board Members FROM: Nell Dickson, Chairperson RE: June Board Meeting The June meeting of the Library Advisory Board will be cancelled so that Board members may attend the Town Hall Meeting scheduled for June 12. Time and location of the Town Hall Meeting have not been announced, but the purpose is to discuss whether the City should undertake the major financial commitments of improving transportation, purchasing park land, and construction or expansion of the library and City Hall. Please try to attend the Town Hall Meeting and show your support for a new library. I* • Georgetown Public Library 4th Annual Board & Staff Retreat E E What we do together! Lmmry r..w- qf.­t AE q B..d Library Staff zwManage daily operations -Respond to patron concerns wflan for service and program implementation. wMaintain building --Collaborate with GISD, Georgetown Project -Perform services for special needs populations Professionally connected to key organizations voice of the community policy review advise mayor and council advise library director support services and programs advocate May 13, 0000 1 Georgetown Public Library Advisory Board 808 Martin Luther King • Georgetown, Texas 78626 512-930-3551 15 May 2000 Mr. George Russell City of Georgetown P. O. Box 409 Georgetown, Texas 78627-0409 Re: Fourth Annual Library Retreat Dear George: The Library Advisory Board joins me in thanking you for speaking to us at the retreat on 13 May 2000. Your explanation of capital funding, bonds and possible costs for the library was very helpful as we discussed options for the library. We truly appreciate your taking your personal time to visit with us. Sincerely yours, Nell F. Dickson Chair Georgetown Public Library Advisory Board 808 Martin Luther King Georgetown, Texas 78626 512-930-3551 15 May 2000 Mr. Clark Lyda City Council Member City of Georgetown P. O. Box 409 Georgetown, Texas 78627-0409 Re: Fourth Annual Library Retreat Dear Mr. Lyda: The Library Advisory Board joins me in thanking you for speaking with us at the retreat on 13 May 2000. Your discussion of the needs of Georgetown and the place of the library in that fist of needs was quite helpful to us as we considered the future of the library. Thank you again for meeting with us. We do appreciate your spending your Saturday morning on business. Sincerely yours, Nell F. Dickson Chair 11 0 BY-LAWS 0 ARTICLE I Name As authorized by the City Charter, City of Georgetown and Georgetown Municipal Code Chapter 2.72. This body shall be known as the Georgetown Public Library Advisory Board. ARTICLE H Section 1. The regular meeting of the Georgetown Public Library Advisory Board shall be held on the second Monday of every month in the Library, or at such other time and place the Board may determine. Certain meetings may be recessed as provided in the yearly Advisory Board Calendar of Action Section 2. Special meetings may be called by the Chair or at the call of any two members of the Board, provided that notice thereof be given to all Board members and provided that proper notice be posted. Section 3. A majority of the members shall constitute a quorum at all meetings of the Board. Section 4. All questions presented for a vote of the Library Board shall be decided by a simple majority of the quorum, including the vote of the Chair. ,Section 5. Any member of the Board who has two unexcused absences per term shall be reported to the city council. Section 6. The latest edition of Robert's Rules of Order Newly Revised shall govern in the parliamentary procedure of the Board, in all cases to which they are applicable and in which they are not inconsistent with these by-laws. April 2000 Page 1 11 Section 1. The officers of the Board shall be a Chairperson, a Vice -Chairperson, and a Secretary. Section 2. Officers shall be elected and take office at the first regular meeting after new Board members have been appointed and sworn in. Section 3. Vacancies in office shall be handled as follows: (a) In the event of resignation or incapacity of the Chair, the Vice -Chair shall become the Chair for the unexpired portion of the term. (b) Vacancies in officers other than the Chair shall be filled for the unexpired term by special election. Section 4. Duties of the officers shall be as follows: (a) Chair: (i) Preside at all meetings. (ii) Represent the Library Board at public functions. (iii) Appoint special committees. (iv) Assist Library Director in establishing the agenda for each meeting. Agenda items requested by any Board Member will be included. (b) Vice -Chair: W Assist the Chair in directing the affairs of the Board and act in the Chair's absence. (c) Secretary: (i) Be responsible for the accuracy of the minutes of the Board meeting and bring any correction to the attention of the Board at its next meeting. The Secretary shall sign the approved minutes and file in Record Book. ARTICLE IV Section 1. Committees may be appointed for special purposes by the Chair and with the consent of the majority of the Board. Apffl 2000 Page 2 0 F_ IL LJ ARTICLE V NK*_JUT4$1"TT4711V_W_ Section 1. The Library Director shall be an ex-officio member of the Board. Section 2. The Central Texas Library System Representative shall be an ex-officio member of the Board. ARTICLE VI I p1mr-MO a 07-4 Section 1. Board Members shall: (a) Abide by applicable ordinances of the City of Georgetown. (b) Act in an advisory capacity to the City Council, City Manager, and Library Director. (c) Recommend policies to govern the operation and program of the Library. (d) Assist in planning and give guidance for expansion of library facilities. (e) Assist in interpreting the policies and functions of the Library Department to the public. (f) Encourage in every possible way the development and advancement of the public library. ARTICLE VH Amendments Seglion 1. These by-laws were adopted April, 2000, in their entirety. These by-laws may be amended by a majority vote at any regular meeting, provided all members have been notified of the proposed amendments at least ten days prior to such meeting. Such an amendment would then be subject to approval by the City Council. Any amendments shall be indicated by the notation "amended in month -year." April 20W Page 3 Georgetown Public Library Advisory Board 808 Martin Luther King Georgetown, Texas 78626 512-930-3551 17 April 2000 Ms. Marianne Banks Attorney -at -law City of Georgetown Nand delivered Re: Georgetown Public Library Advisory Board By-laws Dear Ms. Banks: Enclosed please fund a copy of the by-laws adopted in the April meeting of the Library Advisory Board. These by-laws were based on sample by-laws in the Public Library Advisory Board Handbook published in 1992 by the Library Development Division of the Texas State Library. Changes were made in the sample to make the by-laws Georgetown specific. The Board did add the office of Vice -Chair in Article III, Section 1 of the by-laws. Such office is not provided in the Georgetown Municipal Code Chapter 2.72.020. Does the addition of this needed office create a problem? Not addressed in these by-laws is the term of service on the board. The fourth sentence of Chapter 2.72.020 of the Municipal Code states that the term of Library Advisory Board members shall be three years. The practice has been for members to serve two-year terms with a three -term limit as stated in the Georgetown Policy on Advisory Board Appointment. However, I understand that these policies are no longer in use. Could you please clarify the length of term for us? No signature lines have been included in these by-laws. Please let me know what the requirements are for an indication of official approval. Thank you so much for all your help in this matter. If you have any questions or I can be of assistance to you, please call me at 863-7244. Very truly yours, Ned F. Dickson Chair 0 Enclosure 0 BY-LAWS • ARTICLE I Name As authorized by the City Charter, City of Georgetown and Georgetown Municipal Code Chapter 2.72. This body shall be known as the Georgetown Public Library Advisory Board. ARTICLE H Section 1. The regular meeting of the Georgetown Public Library Advisory Board shall be held on the second Monday of every month in the Library, or at such other time and place the Board may determine. Certain meetings may be recessed as provided in the yearly Advisory Board Calendar of Action Section 2. Special meetings may be called by the Chair or at the call of any two members of the Board, provided that notice thereof be given to all Board members and provided that proper notice be posted. Section 3. A majority of the members shall constitute a quorum at all meetings of the Board. Section 4. All questions presented for a vote of the Library Board shall be decided by a simple majority of the quorum, including the vote of the Chair. Section 5. Any member of the Board who has two unexcused absences per term shall be reported to the city council. Section 6. The latest edition of Robert's Rules of Order Newly Revised shall govern in the parliamentary procedure of the Board, in all cases to which they are applicable and in which they are not inconsistent with these by-laws. April 2000 Page I 11 '7 ARTICLE III Section 11, The officers of the Board shall be a Chairperson, a Vice -Chairperson, and a Secretary. Section 2. Officers shall be elected and take office at the first regular meeting after new Board members have been appointed and sworn in. Section 3. Vacancies in office shall be handled as follows: (a) In the event of resignation or incapacity of the Chair, the Vice -Chair shall become the Chair for the unexpired portion of the term. (b) Vacancies in officers other than the Chair shall be filled for the unexpired term by special election. Section 4. Duties of the officers shall be as follows: (a) Chair: (i) Preside at all meetings. (ii) Represent the Library Board at public functions. (iii) Appoint special committees. (iv) Assist Library Director in establishing the agenda for each meeting. Agenda items requested by any Board Member will be included. (b) Vice -Chair: (i) Assist the Chair in directing the affairs of the Board and act in the Chair's absence. (c) Secretary: (i) Be responsible for the accuracy of the minutes of the Board meeting and bring any correction to the attention of the Board at its next meeting. The Secretary shall sign the approved minutes and file in Record Book. ARTICLE IV Section 1. Committees may be appointed for special purposes by the Chair and with the consent of the majority of the Board. Page 2 • • C] ARTICLE V Section 1. The Library Director shall be an ex-officio member of the Board. Section 22. The Central Texas Library System Representative shall be an ex-officio member of the Board. ARTICLE VI MOT.; Section 1. Board Members shall: (a) Abide by applicable ordinances of the City of Georgetown. (b) Act in an advisory capacity to the City Council, City Manager, and Library Director. (c) Recommend policies to govern the operation and program of the Library. (d) Assist in planning and give guidance for expansion of library facilities. (e) Assist in interpreting the policies and functions of the Library Department to the public. (f) Encourage in every possible way the development and advancement of the public library. ARTICLE VII Amendments c i n 1. These by-laws were adopted April, 2000, in their entirety. These by-laws may be amended by a majority vote at any regular meeting, provided all members have been notified of the proposed amendments at least ten days prior to such meeting. Such an amendment would then be subject to approval by the City Council. Any amendments shall be indicated by the notation "amended in month -year." April 2000 Page 3