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HomeMy WebLinkAboutMinutes_LAB_04.02.2001Page 1 of 1 Georgetown Public Library Advisory Board Meeting Minutes April 2001 The meeting was called to order at 6:35 p.m. by Judy Parks, Chairperson. In Attendance: Board members present were: Judy Parks, Zora Evans, Dorothy Hagen, Don Willhouse, Georgene Richaud, Carol Parsonage, Claire Vogler, and Sam Arant. Eric Lashley, Library Director, was also present. Approve Minutes: The minutes from the March 12, 2001 meeting were discussed and approved with no changes. Don Willhouse moved and Dorothy Hagen seconded the approval of the minutes. The minutes were approved unanimously. Director's Report: Eric Lashley summarized the "Director's Monthly Report" handouts. Eric noted that circulation continues at a 17% increase over last year's circulation number. Eric reported on the status of the Library needs assessment being done by Hidell and Associates. Bill Hidell presented a preliminary report to City Council on March 27, a final report to City Council on April 2, and a presentation to City Council on April 10, 2001. Eric also reported on a number of donations made to the library recently (see Director's Report). Eric also stated that the Library Advisory Board will make a presentation to the City Council at a workshop scheduled for June 11th at 6:30 p.m. in the City Council meeting room. Patron Complaint: Peggy Moore, a Georgetown citizen, spoke to Library Advisory Board about a cover of a recent edition of Rolling Stone as being obscene. Ms. Moore stated that she found the cover to be of "questionable" taste and wanted the Board to rule in favor of removing the magazine from the library. Ms Moore also presented to the Board a signed petition list of approximately 25 signatures of people from Georgetown and surrounding commumties favonng the removal of the magazine. Following the presentation by Ms. Moore, Don Willhouse made a motion to table any action on the patron complaint until the next scheduled meeting of the Library Advisory Board. Zora Evans seconded the motion made by Don and the motion passed unanimously. Nomination and Election of Secretary: Georgene Richaud volunteered, and was elected unanimously to serve as the Secretary of the Library Advisory Board. Revised Library Advisory Board By -Laws: Sam Arant volunteered to amend the current Library Advisory Board By -Laws to the new City Council recommendations and format. Review of City Council and Parliamentary Handouts: The Library Advisory Board reviewed and discussed the following handouts: 1. "Grant of Power for Boards and Commissions" 2. "Standard Form By -Laws" 3. "City Council Policy Regarding Responsibilities of Board and Commission Members" 4. Duties of members from Roberts Rules of Order 5. Rules of debate from Roberts Rules of Order 6. `Parliamentary Procedure Made Simple, All About Motions Part P' Judy Parks moved, and Zora Evans seconded a motion to adjourn at 8:00 p.m. DIRECTOR'S MONTHLY REPORT GEORGETOWN PUBLIC LIBRARY March 2001 HIGHLIGHTS On March 7, the public services staff participated in a half -day workshop with Pablo Holguin, the City's Director of Organizational Development. The workshop gave staff an opportunity to tell Jo Pendleton, the new public services librarian, about issues they believe need to be addressed, and to ask questions about the direction she expects her leadership will take. Everyone agreed that the time was exceedingly well spent. Jo has scheduled a series of four two-hour meetings with her staff in the coming month to work on resolving workflow problems and delegation of responsibilities. Bill Hidell wrapped up the public input phase of the needs assessment with two more focus groups on March 6 and two design workshops on March 21 and 22. A total of 96 people participated in the public meetings. Bill presented his preliminary findings to the City Council of March 27. His final report is due April 2 and he will present it to Council on April 10. STAFF ACTIVITIES • Eric Lashley spoke to the morning Sertoma Club on March 1 about library services and programs. • Lee Sparks attended a Dynix conference in Salt Lake City, March 6-9. This conference gives Dynix users an opportunity to learn more about the software and to network with librarians and technical support people. She was the lucky winner of a drawing for $5,000 worth of Dynix products. She is in the process of deciding how the library may best benefit from this prize. • Lee and Jo attended a Gates Foundation technical training session in Taylor on March 16-and Lee returned on the 19"' for addition training. These workshops are part of the support the Gates Foundation provides with its grant of hardware and software. • Rosa Garcia and volunteer Dawn Reid, who is a dental hygienist, gave two programs about dental health to Head Start classes on March 27. + The annual conference of the Texas Library Association took place March 28-31 in San Antonio. Staff members who attended for one or more days included Eric, Lee, Rosa, Sally Bernier, Sarah Samson, and Maria West. VOLUNTEERS + The Assistance League of the Georgetown Area has been finalizing plans for the kickoff of the Summer Reading Program, which will take place on Friday, June 1. The Assistance League has engaged Joe Scruggs, a nationally known children's entertainer, to perform that morning at the Performing Arts Center at the high school. Refreshments will be served afterward at the library, where registration for the summer reading program will also be going on. DONATIONS • The Sun City Kiwanis Club donated $1,000 to be used to initiate a Born to Read program. This program is one Rosa has wanted to do for many years but could not find a donor to sponsor it. It involves giving gift bags that contain a children's book, some baby items, and parenting materials to the parents of newborns. • The Georgetown Library Foundation passed through a donation of $1500 from the United Way. This was the last installment in the United Way's grant to pay for the outdoor bookdrop. • Christy and Dan McNicholas donated $400 to be used to purchase a maze table for the children's room and other children's supplies that Rosa may choose. Christy was the library's staff assistant from 1996-1998. • Roger and Angie Wright, library users and volunteers, donated $500 to be used for CDs or videos. • Comparative Fiscal Year Statistics 2000 2001 Oct Nov Dec Jan Feb Mar Annual Total Patron Visits Current Year 18889 13893 11335* 11218* nfa# 16661 49443 1999-2000 14497 12930 12008 14339 14552 20329 184425 1998-99 23409 21022 10339 13810 14548 17028 194640 1997-98 15383 9137 9609 9637 10540 10514 153997 Circulation 2000 2001 Current Year 23448 21009 20707 27275 26080 30148 148667 1999-2000 20744 21590 17143 21016 22393 23936 276453 1998-99 20533 16866 14233 17906 18312 21290 240419 1997-98 20333 14864 14501 16686 17025 18320 220430 FY 2000-2001 Statistics Children's Programs Annual Total Attendance 684 464 588 715 483 779 3713 Programs 2 2 4 2 0 6 16 Story Time 15 10 2 11 13 12 63 Other (tour, Movies, Crafts) 3 0 0 4 1 2 10 Home School Groups 3 3 0 2 1 1 10 After School Programs 4 4 0 4 2 0 8 Other Services ILL Ordered ILL filled 64 29 50 34 23 25 66 46 64 41 43 53 310 228 Lg Print Circuit 150 150 150 150 150 150 900 Sun City n/a n/a n/a n/a 67 71 Volunteer Hours Adult 111.50 108.50 91.00 154.75 117.50 164.75 748.00 Teen 47.00 52.00 20.00 62.75 36.50 34.75 253.00 Community Service 14.00 41.75 38,00 9.00 37.00 45.00 184.75 Total 172.50 202.25 149.00 226,50 191.00 244.50 1185.75 Registrations City Residents -new 115 139 67 132 113 107 673 GISD Kids' Cards 64 10 5 19 10 12 120 Non -residents -new 29 10 17 31 25 37 149 Non -residents -renew 59 53 38 58 70 69 347 Total 267 212 127 240 218 225 1289 Cash Receipts Fines, room rentals 1609.07 2028.96 1968.86 2072.87 1957.00 2630.00 12266.76 Non-resident fees 1520.00 1013.00 995.00 1535.00 1570.00 1650.00 8283.00 Donations 248.48 415.58 430.17 476.59 708.37 557.23 2836.42 Gifts/Memorials 92.37 3383.25 6540.00 2931.05 15077.77 3512.95 31537.39 Material Donations to Other Agencies Books 0 133 43 44 65 0 285 Magazines 0 0 0 0 20 30 50 Library Collection Changes Titles Added 694 969 619 850 1062 1306 5500 Copies Added 707 981 632 859 1084 n/a 4263 Copies Discarded 63 157 152 190 345 300 1207 indicates month in which counting system changeover took place and accurate count was not available. indicates a time period in which the counter on the security gate in the Children' Room was turned off. 0 Betty C. Booth Christy Mum Ghormley 8`Dan K8dNioho|as Kkwonis Club ofSun City Georgetown Georgetown Library Foundation Don & Bonnie Davis and Walter & Ina Barbee "Patriot Team" (7thGrade Teachers @TlppiU Roger&Anoie Wright Ruth Armstrong ���������� ����"�����~�"��°March 2001 Donation $25.00for copies from WilliamnsonCounty, its History and Its People Records of the Georgetown K0gn's Garden Club $4OOfor maze table for chi|dnsn`sroom $1OOOfor library promotion for newborns $1500fnonm United Way for outdoor book drop Copy of Goldfield, by Richard S. Wheeler $G5inmemory ofBruce Aronson, father oftheir student, Maggie Aronson $5OOfor CDs orvideos $22.S5for obook • SECTION 5. Title 2 Chapter 2.72 of the Code of Ordinances of the City of Georgetown is hereby amended as follows: "LIBRARY ADVISORY BOARD Section I. Created —Membership. A. There is created the Library Advisory Board of the City of Georgetown. The Board is to be composed of nine (9) members. All members shall reside in the corporate City limits or extraterritorial jurisdiction of the City of Georgetown. B. The terms of office for Board members shall be two (2) years. Terms will be staggered so that four Board members' terms expire in evenly numbered years and the other five terms expire in odd -numbered years. Section II. Purpose and duties. A. The purpose of the Board shall be to participate in the Library Needs Assessment study, update the Long -Range Plan for the library and serve to promote library programs and services in the community. 0 B. The Board is responsible to and shall act as an advisory body to the Council and shall perform such duties and exercise such additional powers as may be described by ordinances of the Council not inconsistent with the provisions of the Charter." , SECTION 6. All ordinances and resolutions, or parts of ordinances and resolutions, in conflict with this Ordinance are hereby repealed, and are no longer of any force and effect. SECTION 7. If any provision of this ordinance or application thereof to any person or circumstance, shall be held invalid, such invalidity shall not affect the other provisions, or application thereof, of this ordinance which can be given effect without the invalid provision or application, and to this end the provisions of this ordinance are hereby declared to be severable. SECTION 8. The Mayor is hereby authorized to sign this ordinance and the City Secretary to attest. This Ordinance shall become effective and be in full force and effect ten (10) days on and after publication in accordance with the provisions of the Charter of the City of Georgetown. PASSED AND APPROVED on First Reading on the 43 day of /'f-&b% u,4 1'V , 2001. PASSED AND APPROVED on Second Reading on the c; % day of /Ccu+�a, 2001. Ordinance No. 4' % 0/_ l[7 Page 4 of 5 Amending Terms of Boards & Commissions CITY COUNCIL POLICY REGARDING RESPONSIBILITIES OF BOARD AND COMMISSION MEMBERS Approved May 16, 2000 1. Board members will represent unconflicted loyalty to the interests of the citizens of Georgetown. This accountability supersedes any conflicting loyalty such as that to advocacy or interest groups and membership on other boards or staffs. This accountability supersedes the personal interest of any Board Member acting as an individual citizen of the City. 2. Appointed Boards are advisory to the Council; they play a unique and important role in this advisory capacity, assisting the Council to carry out its responsibilities for making the decisions which shape City policy. 3. Each Board Member is responsible to come to meetings prepared to discuss the issues on the agenda. 4. Attendance by Board Members is integral to the Board's success. It is Council policy to require a minimum of 75% attendance of each Member, based on excused absences, and 67% attendance considering total iabsences. (Excused absences shall be determined by the Board Chair, who shall submit a running summary of absences to the Council in June and November of each year.) Excessive absenteeism will result in the Member being replaced by the Council. 5. All Members of Commissions and Boards appointed by the City Council shall comply with the provisions of the City's Ethics Ordinance (Chapter 2.20 of the Georgetown Municipal Code), and the Texas Open Meetings Act. 6. Board Members shall act and conduct themselves in a manner which will promote trust in their integrity, impartiality, and their devotion to the best interests of the City. During Board Meetings, Board Members shall preserve order and decorum and shall conduct themselves in a manner which will not, either by conversation or activity, delay or interrupt the proceedings; Board Members shall not indulge in personalities, use offensive language, arraign the motives of Members, charge deliberate misrepresentation, or use language tending to hold any Member of the Board, the public, or the staff, in contempt. Members will comply with the directions of the presiding officer. 7. Board Members shall vote on all items, except on matters involving • personal interests or when he/she believes that voting on a matter would Responsibilities of Board & Commission Members Pave 1 of 2 create an appearance of impropriety. In these instances, the Member may abstain. Any Member excused from voting for these reasons shall announce at the commencement of consideration of the matter and shall refrain from discussion or debate on any such matter and shall'have previously filed an affidavit stating the conflict of interest. The Members having briefly stated the reason for this request, the excuse from voting shall be accepted without debate. 8. Board Members are encouraged to be active in discussions and activities of the Board, seeking to be innovative, creative, and freely sharing the skills and knowledge which prompted their appointment to the Board. 9. Communication between the Council and the Boards'is* important to fulfilling their purpose. Boards and Commissions are encouraged to establishFa liaison programn]for their Board to attend Council meetings relevant to their program, and to communicate with Council regarding issues in their domain. 0 0 Responsibilities of Board & Commission Members Page 2 of 2 MEMO TO BOARD AND COMMISSIONS In accordance with Section 2.14 of the City Charter, which provides the authority of the City Council to establish Boards, Commissions and Committees to assist it in carrying out its duties and the City Council Policy regarding Responsibilities of City Board and Commission members, the City Council has drafted this standard by-law form for use by the City's advisory bodies in an effort to insure that consistent,, orderly and fair procedures are in place to conduct the City's business. STANDARD FORM BY-LAWS Section 1.1 (Name of Board, Commission or Committee) reference in remainder of by-laws should replace "Board" with "Commission " or "Committee " respectfully Section 1.2 Purpose. (Here, the Board should insert the charge or authority granted it by the City Council, as provided for in the City Code of Ordinances. For example, Section 2.56.050 sets forth the duties of the Airport Advisory Board.) ARTICLE II. MEMBERSHIP Section 2.1 Number of members. (Refer to enabling ordinance as. to whether number is set by Ordinance or is to be determined by Council) Section 2.2 Eligibility. (Refer to Ord.) Section 2.3 Selection of Board/Commission Members. Members of the (body) shall be appointed in accordance with the City Charter. Section 2.4 Term of Office. (Refer to Ord. -With few exceptions, the provision should read, "The term of office for members shall be two years, with a maximum of two consecutive terms allowable.') Board Name By-laws Page 1 of 5 -� Section 2.5 Vacancies. If for any reason a Board Member's position becomes vacant, then the position shall be filled in accordance with the City Charter. In the event the position is not filled immediately upon the expiration of the prior term or when a vacancy occurs, the member serves in a holdover capacity until the position is filled. Section 2.6. Compensation and Expenditure of Funds. Members of the Committee/Board serve without compensation. The Committee/ Board and its members have no authority to expend funds or make an obligation on behalf of the City. Upon advance approval of the Council, Members may be reimbursed for authorized expenditures. Section 2.7. City Council Policy. Members will comply with the City Council Policy regarding Responsibilities of Board Members, as approved by the City Council. Section 2.8. Ex-officio and Alternate Members. Ex-officio members are not permitted to serve as members of the Board. Alternate members may be appointed by the Council as needed and will assume the duties and responsibilities of regular members for the meeting in which the alternates are designated to serve. The Chair will be responsible for designating an i alternate from the panel of alternates when needed. ARTICLE III. OFFICERS Section 3.1. Title of Officers. (e.g. Chair, Vice -Chair, Secretary) -� Section 3.2. Election of Officers. The Chair of the Board is appointed by the City Council. All other officers of the Board are elected by a majority vote of the Board at its first meeting after the annual appointment process. Section 3.3. Term of Office. Officers serve for a term of one year. Vacancies in office shall be handled as follows: In the event of vacancy in the office of the Chair, the Vice -Chair shall serve as the Chair until the Council'appoints a replacement. Vacancies in offices other than the Chair will be filled by election held at the next regularly scheduled meeting or as soon as practicable for the unexpired term. In the event an office is not filled immediately upon_ the expiration of the prior term, that officer serves in a holdover capacity until the position is filled. Board Name By-laws Page 2 of 5 --� Section 3.4. Duties. The Chair presides at all meetings and performs all . other duties pertaining to the office, including voting. The Vice -Chair in the absence of the Chair performs all duties of the Chair. The Secretary keeps records of proceedings of all meetings. Staff liaison will keep custody of all records and documents of the Board. ARTICLE IV. MEETINGS Section 4.1. Time and Date of Regular Meeting. (Refer to enabling ordinance or in absence of language in the ordinance, as per Council determination) --- Section 4.2. Special Meetings. Special meetings may be called by the Chair or by 2/51h of the Board Members. Section 4.3. Quorum. A quorum shall consist of members, and shall be required for the Board to convene a meeting as well as conduct business. (Generally, a quorum will consist of a majority of the Board's .Members) No business meeting may be convened, nor business conducted without a quorum. Section 4.4. Attendance. Board Members are required to attend 75% of the Board meetings, based on excused absences, and attend 67% of the meetings considering the total absences. Excused absences shall be determined by the Board Chair. Attendance shall be reported to the Mayor in June and January of each year and excessive absenteeism will be subject to action under Council policy. Section 4.5. Voting. Board Members shall vote on all items, except on matters involving direct personal interests or matters which would create an appearance of impropriety. In these instances, the Member shall abstain. Any Board Member excused from voting for these reasons shall announce at the commencement of consideration of the matter and shall refrain from any discussion or debate on such matter. Section 4.6. Open Meetings Act. All Board meetings and deliberations shall be open to the public and shall be conducted in accordance with the provisions of the Texas Open Meetings Act, the Texas Conflict of Interest Statutes, the City of Georgetown's Ethics Ordinance and Council Policy. Board Name By-laws Page 3 of 5 Section 4.7. Conduct of Meeting. Board meetings will be conducted in accordance with Council Policy, these by-laws and Robert's Rules of Order. • Section 4.8. Call to Order. Board meetings will be called to order by the Chair, or if absent, by the Vice -Chair. In the absence of both, the meeting shall be called to order by the Secretary, and a temporary Chair shall be elected to preside over the meeting. ARTICLE V. MEETING PROCEDURES AND POLICIES — Section 5.1. Agenda Items. Items may be placed on the agenda by the Chair or at the request of any Board Member. The Board Member requesting the agenda item will be responsible for the preparation of an agenda item cover sheet and for the initial presentation at the meeting. Section 5.2. Agenda Deadline. Items to be included on the Regular agenda must be submitted to the staff liaison no later than 4 p.m. 6 calendar days before the scheduled Board meeting. Section 5.3. Agenda Packets. Agenda packets for all regular meetings will be provided to all the Board members five days in advance of the scheduled Board meeting. These packets will contain the posted agenda, agenda item cover sheets, and written minutes of the last meeting. `-- Section 5.4. Citizen Participation. In accordance with City Council policy, Citizens are encouraged to sign up at Board meetings to speak on any item on the agenda. Sign-up sheets will be available and should be submitted to the Chair prior to the start of the meeting. If any written materials are to be provided to the Board, a copy shall also be provided to the staff liaison for inclusion in the minutes of the meeting. Speakers are limited to three minutes. If a citizen wishes to speak on an issue that is not posted on the agenda, they must file a written request with the (*staff liaison -identify and give location) no later than 4 p.m., six days before the scheduled meeting. To comply with the Open Meetings Act, the written request must state the specific topic to be addressed and include sufficient information to inform the Board and the public. Section 5.5. Reports to Council. At regular intervals (at least once a year), the City Council shall meet with the Board for the purpose of establishing specific tasks for the Board to undertake, as per the language of the Charter Board Name By-laws Pace 4 of 5 which grants authority for the creation of this Board in its advisory role. The • City Council shall, on a quarterly basis, hear reports from the Board at regularly scheduled Council meetings, to assure greatest possible success. 10 „ 1,,,; . ARTICLE VI. SUBCOMMITTEES ---� Section 6.1. Formation. When deemed necessary by a majority of the Board, Subcommittees may be formed to handle specific projects related to Board matters. Subcommittees comprised of non-members may only be formed with the prior consent, and confirmation of the Council. Recommendations of the subcommittee may be forwarded to the City Council upon action taken by the Board approving such request. -- Section 6.2. Expenditure of Funds. No subcommittee has the authority to expend funds or be reimbursed for expenses on behalf of the Board without prior authorization of the City Council. Section 6.3. Open Meetings. Subcommittee meetings shall comply with the Open Meetings Act. • ARTICLE VII. BY-LAW AMENDMENTS These by-laws may be amended by majority vote at any regular monthly meeting of the Board. After passage by the Board, all revisions to the By-laws must be sent to the City Council for final approval. By-law revisions are not in effect until approved by the City Council. .Board Name By-laws Page 5 of 5 204 The Rote of the Member MEMBERSHIP INVO VEMENT Here re proven techniques fo incorporating new memo rs immediately into t e organization and making em feel welcome and seful: I.; i. Make s re that each new ember receives a copy of � the byla sand other do uments that govern the dub. 2. Listen to th membe . Why did he or she join the organizat n? If a member's needs are not being met, he sh will probably not renew the membership. 3. Assign the new ber a mentor, someone to explain how the ga zation operates and to advise where the mem r can est use his or her talents. 4. Give a training ession on arliamentary procedure and explain th t at meetings 11 members are encour- 0!; aged to prese t ideas to the club in the form of II motions. li 5. Immediately ppoint the new me ber to a commit- tee where hi or her talents are usefu and where the IJ member is 1 terested in the work. Toastmastir's International is an example of an organizatio that immediately includes 1l new members. At very meeting, each member is assigned a task or is 'At to participate in some way. This practice trains all me bens for leadership roles. If the same people always do he work, always are elected to office, or result always get z tion—whichhe limelight, t may ultimately destroy the the orgbe a schism In a i Duties of the Members 205 The biggest mistaktan org tion can make is to have a probationary perio or new members or to set up barriers to service. ICyou walMo long to include the new member, you may not have a n member at all. ' DUTIES OF THE MEMBERS Members, too, have duties and responsibilities. Here are a few: 1. Members should attend meetings, be on time, and know the rules of parliamentary procedure. It takes =' two to tango and to make a meeting go smoothly -- both the presiding officer and the members need to !' know the parliamentary rules. 2. Members need to prepare themselves for leadership roles. 3. Members should accept committee assignments and perform•the tasks given to them' `in a timely manner. 4. Members need to work harmoniously with other members even though they don't always agree with them. S. In debate, each member has the right to sway the membership to his or her point of view. If a member votes with the losing side, the member must respect the fact that the majority rules and cheerfully carry out the membership's wishes. 6. Members must be Impartial, fair; and courteous In meetings. This means respecting the rights of others, especially in debate. Members should call out a "point of order" only when a serious breach of .1 M . 206 Tile Role of the Member the rules has taken place. Members should listen attentively and courteously All members mus t b�I� and wait in turnspeak. that "majority rule" does not become "mob rule" by protecting the rights of the minority and ghy any t "gaveling through" or "railroading business. It is important that each member diligently follow this princiPomoe�r w with the might no b�with _.. the majority, and 7. When the bylaws or other rules of the organization are not being followed or when members' rights are being taken to courteously call ay In a meeting, members have a responsibility the violation to the attention of the membership._ tf'.f-Zia Fcr�c,,hr�r A SPECIAL RESPONSIBILITY FOR MEM ���� 1n= ARC /)04es AK£ .i-� rest now and n ere comes along a members officer t a �'"'t�re�'s'�Ipiect the right e seconded motion and will not entertain a - because oes not agree with it. actions: ti , a member can pursue the following 1. Raise a point of order. member can 2. If the chairrules It out of order, . (See Chaptert6,e"Appeal from appeal the decision the Decision of the Chair.") Dint of order, the member 3. If the chair ignores the Pain. If it is seconded and +� can make the motion ag lace the .� a member can p the .chair still ignores it, the ly, ask for debate motion before the assemb, and take A Special Responsibility for Members vote.the 207 . The member has elthef a right to do this under Robert's Rules of Order. This Is a good example of the principle that power is vested in the membership, not in the leadership. ftVv, a� •4�G yk}4•i.� yr• � . s�I . c •.'Y,.itl a' r: t 0 1 0 50 Getting Business Before the Assembly i een temporarily disposed of and is still ithin control of assembly. Here are examples: a motion has been referred t a committee and the co mittee has not reported the committee can be disc rged and the asse ly can take up the motion. ( e Chapter 6, " otions That Bring a Question Ag Before the ssembly.") If a motio has be postponed to later In the meeting or t ano er meeting, the rules can be suspended and th otion taken up at that time. (See Chapter 6, "Sus eiid the Rules.") If a motion has eenlaid on the table, it can be taken from the to e. Members ne to be alert �r1►eeting tactics that refer a motion to a committee bury It (don't investigate it), r lay it on the table to kill it. Or, while a motion is i the committee or laid on the table, someone pr sents another version of the motion. The mem ers must realize that even though a motion is in committee or on the table, it Is still under the control of the assembly and must be decided first. x Fil VM V// Debating the Motion /� t Ee,+7F- &-,�wws o vec *000-si !s It Is the right of every member to debate or to discuss business that is introduced to the assembly in the form of a main motion. This right can be taken away or Iimited only by a motion to limit debate or to close debate (previous question), and either motion must have a two-thirds vote. (See Chapter 6, "To Limit or Extend the Limits of Debate" and "Previous Question.") Only through discussion can the assembly make an Informed decision from the facts and persuasive argu- ments that members present. Members should never be tempted to "gavel through" an issue (rush through a motion without any discussion) in an effort to save time or silence the opposition. In his book Parliamentary Law, Henry Robert gives a word to the wise when he states, "Where there is radical difference of opinion in an organization, one side must yield. The great lesson for democracies to learn Is for the majority to give the minority a full, free opportunity to present their side of the case, and then for the minority, having failed to win a majority to their views, gracefully to submit and to recognize the action as that of the entire organization, and cheerfully to assist In carrying It out, until they can secure its repeal." This chapter explains the rules of debate and the circumstances under which debate can be limited. It also lists those motions that are debatable and those that are not. W 9 • 0 52 Debating the Motion Rules of Debate 53 _ERA � t RULES OF DEBATE ��rA� Profane Ianguage Is also prohibited. (DIn debate, speakers refer to officers by title and avoid Even though members have the right to debate, there mentioning other members' names. Instead, they are established parliamentary rules concerning the privi- should refer to the members as leges of debate. the member who just spoke Ol A member must obtain the floor and be recognized or by the presiding officer before beginning to speak. A member can't just start talking while seated. the delegate from Hawaii. Cdebate owever, in small board meetings where rules of O% When speaking to a motion, it is Important for the are less formal, this is allowed. (See ChapterJn 1, "Board Meetings.member to first let the assembly know which side of �� go,�aeas �C�ak.�.) ReFe.cs s�tY To <<tfFfs� the issue he or she is on. If in favor of the motion, G)The member who made the motion has the first right the member states: to speak to the motion. He does this bye i speak for the motion. obtaining the floor after the chair places the motion before the assembly for discussion. and gives the reasons why. If opposed, the member QA member can speak twice to the motion, but the states: second turn can be taken only after everyone who I speak against the motion. wishes to speak the first time has spoken. and gives the reasons why. This helps the chair alter - Each member can speak for ten minutes on each turn nate the debate. unless the assembly has adopted rules that state an- y . In controversial Issues, the presiding officer should other amount of time. 6V-t1►" (7odeRN alternate the debate between those who are speaking A ese 7tr-+N Jo .ui.vuTE " ` Debate must be germane (related) to the motion. for and those speaking against the motion. After some- one has spoken for the motion, the chair asks: 6D Speakers must address all remarks to the chair; cross Would anyone like to speak against the motion? talk between members isrngt, allowed. Speakers must be courteous and never attack other After someone speaks against the motion, the chair members or question the motives of the members. In asks: controversial issues, the discussion is focused on the Would someone like to speak in favor of the Ideas, not on the personalities. Members must not use motion? such inflammatory statements as "it's a lie," "it is a fraud," "he's a liar." However, a member might say, This ensures that all sides are represented, keeps tem- ' , prevents one side from dominating � Pers down, and P g the discussion. I believe there is strong evidence that the member's remarks are erroneous. :54 Debating the Motion ,:✓The member who makes the motion can't speak against his or her own motion, although he or she can vote against It. The person who seconds the motion, however, can speak against the motion be- cause a second means "Let's discuss it," not "I agree." Sometimes a member will second a motion just so he or she can speak against it. 10 A member can't read, or have the secretary read, from part of a manuscript or book as part of his or her debate without the permission of the assembly. How- ever, the member can read short, relevant printed extracts in debate to make a point. 11 During debate, a member can't talk against a previ- ous action that is not pending, unless one of the motions to rescind, reconsider, or amend some- thing previously adopted is pending; or unless the member concludes his or her remarks with one of these motions.,""C 4 P llt4%1_1 .sc crr�� � + 12 During debate, members should take care not to dis- turb the assembly by whispering, talking, walking across the floor, or causing other distractions. 13. debate, the presiding officer sits down when a membe been assigned the floor to speak. Or, if the presiding o i n't be seen by the members �u when seated, the officer s ack from the lec- tern while the member Is speaking. a rule of one item of business at a time, this rule allow y one person at a time to have the floor.) (g)If at any time during debate the presiding officer needs to Interrupt the speaker for a ruling (for example, if the chair is correcting something the speaker is doing) or needs to give Information (for example, facts related to the discussion), the member should-at-dolat until the presiding 0EQ0iKE 5rtiii Limitations on Debate SS officer has finished. Then the member can resume speaking. 15 In deliberative assemblies, members do not have the right to give some of their time to another member. If a member has not used his or her ten minutes, then the member forfeits the unused portion. 16. As the chairman, the presiding officer must rem ' impartial. As a member, the presiding offic as a right to debate. Thus, if the presidin icer does wish to speak to an Issue, he or sh inquishes the chair to another officer (the v president) who has not spoken and does not sh to speak. If no officer wishes to take the ir, a member who has not spoken and ha ecelved the assembly's approval can preside. a presiding officer resumes the chair when t motion has been either voted on by the asse ly,or temporarily put aside by a motion to er to a committee, postpone to another time, or Iay on the table. 17 In debating an Issue, members also have the right to conclude their debate with a higher -ranking motion than the one pending. (See Appendix F for a chart on ranking motions.) LIMITATIONS ON DEBATE Members can put limits on debate and evert stop the debate altogether. This must be done by making a motion. The presiding officer cannot cut off the debate as long as one inember wishes to rise and speak. Neither can one member stop debate by yelling out "Question" or "It's time to take a vote." I 56 Debating the Motion Debate can be limited only by the motion eto limit debate; and debate can be closed only by ion previous question or close debate. These motions need a second, are not debatable, and require a two-thirds vote to adopt. This vote mustor bvotee taken by a rising (but not counted) details about these motions, see Chapter 6, "Subsidiary Motions.") DEBATABLE MOTIONS AND UNDEBATABLE MOTIONS Not all motions are debatable. Some motions are debat- able in some situations and not in others. It is important to study the chapter on motions to see which are debat- able and which aren't. motionThe ollowing is a list of debatable DEBATABLE MOTIONS Main Motion Postpone Indefinitely Amend Refer to a Committee Postpone to a Certain Time Appeal from the Decision of the Chair Rescind Amend Something Previously Adopted Reconsider Recess as an Incidental Main Motion Fix the Time to Which to Adjourn (as an Incidental Main Motion) 0 Debatable Motions and Undebatable Motions 57 UNDEBATABLE MOTIONS Limit or Extend the Limits of Debate Previous Questions (close debate) Lay on the Table Take from the Table Cali for the Orders of the Day Raise a Question of Privilege Recess (as a Privilege Motion) Adjourn Fix the Time to Which to Adjourn (as a Privilege Motion) Point of Order Withdraw a Motion Suspend the Rules Objection to Consideration of the Motion Division of the Assembly Division of the Question Incidental Motions Relating to'Voting, When the Subject is Pending Dispense with the Reading of the Minutes 3partiamentar . Prorebure • Iflabt A[[ About t�fa RMINSK-01 INTRODUCTION . This bc�Ckiet is a very short synopsis of 'the video and of Robert's Rules, This is based on ROBERT'S RULES OF ORDER NEWLY REVISED, 199d, published by the Scott, Foresman Company. Each motion that is described is refer- enced by page number to Robert's Rules which is abbreviated as RONR. There are five classes of motions: (RONR pp. 57 -79) titiR.'y • r A main motion brings business before the assembly. It needs a second and is debatable. There can only be one main motion pending at a time. It is the lowest ranking of all the motions. (RONR pp. 61; 31- 56) SECOND C SUBSIDIARY MOTIONS Subsidiary motions help the assembly dispose of the main motion. Add a stth_, _gid=ar,�v�mntinn'at�=gay dort 5� rrhino to the on. These have been assigned an order of precedence or rank so that business can be taken up one item at a time. The following is a list of subsidiary motions ranked from top to bottom. To Lay on the Table is the highest rank- ing subsidiary motion. (RONR pp. 62 .66; 123 .216) TO LAY ON THE TABLE [set aside temporarily] PREVIOUS QUESTION [stop debate] LIMIT OR EXTEND LIMITS OF DEBATE. [shorten or lengthen debate] POSTPONE TO A CERTAIN TIME [put off to another time] REFER TO A COMMITTEE get a committee investigate] AMEND [to change a motion] POSTPONE INDEFINITELY [kill a motion] E THIRD CLASS PRIVILEGED These do not relate to the pending motion but to special matters or immediate importance and take precedence over the Subsidiary motions. They are undebatable and have an assigned order of rank. Fix the Time to which to Adjourn is the highest ranking motion. (RONR pp. 66 - 68; 217-246) FIX THE TIME TO WHICH TO ADJOURN [set an adjourned meeting] ADJOURN [end meeting now] RECESS [take a break] RAISE A QUESTION OF PRIVILEGE [welfare of individual/assembly] CALL FOR THE ORDERS OF THE DAY [stick to the agenda] NOTE FOR THE PRESIDING OFFICER In this video, the viewer will notice that when a unde- batable motion is pending, a member can rise and make a motion of higher rank. However, when an undebatable motion is pending, and a member rises, the chair should a[wW ask the member: "FOR WHAT PURPOSE DOES THE MEMBER RISE?" This way if the member is rising to do something that is not in order at that time, the chair stops the incorrect pro- cedure immediately without wasting the assembly's times. This phrase keeps business going in the right direction. 4 RANKING OF MOTIONS W PRIVILEGED MOTIONS z 0 FIX THE TIME TO WHICH TO ADJOURN ADJOURN 0 RECESS RAISE A QUESTION OF PRIVILEGE (� CALL FORTHE ORDERS OFTHE DAY z Q SUBSIDIARYMOTION TO LAY ON THE TABLE B' PREVIOUS QUESTION 0 LIMIT OR EXTEND LIMITS OF DEBATE It TO POSTPONE TO A CERTAIN TIME O TO COMMIT (REFER) cc TO AMEND 0 TO POSTPONE INDEFINITELY MAIN MOTION " (See RONR: Tinted pages in book page 4) 0 11 v m M 0 0 Z 0 z 0 0 U) s 44FOURTH CLASS NCIDENTAL MOTIONS These motions deal with questions of procedure rising out of the pending business. They are usually undebatable, and must be decided upon immediately. They have no rank. (RONR pp. 68-74; 247-293) Here are some of the incidental' motions. POINT OF ORDER [that's against the rules] APPEAL [disagree with chair's ruling] DIVISION OF THE ASSEMBLY [doubt the result of the vote] REQUESTS AND INQUIRIES [I have a question] or [I request permission] FIFTH CLASS MOTIONS THAT BRING A QUESTION AGAIN BEFORE THE ASSEMBLY The purpose of these motions is to bring a motion back before the assembly. For example, a motion that was laid on the table is brought back by the motion TO TAKE FROM THE TABLE. When members want to change their minds about a motion that was just adopted, they can RECONSIDER THE VOTE. If members are unhappy with action taken at a previous meeting they can RESCIND THE ACTION or AMEND SOMETHING PREVIOUSLY ADOPTED. One other motion in this category is TO DISCHARGE A COM- MITTEE. This takes a motion out of committee before the committee has made its final report and puts it back into the hands of the assembly. These motions are made when no other business is pending. They need a second and are debatable. If no previous notice has been given, RESCIND and AMEND SOMETHING PREVIOUSLY ADOPTED need a two-thirds vote to be adopted. (RONR pp. 75-79; 294 -329) SUBSIDIARY MO I. POSTPONE INDEFINITELY: The purpose of this motion is to needs a second and is debatable. Deb the main motion. It needs a majorit lowest ranking of subsidiary motion 6 y ` Privileged Motions. To see the tinted pages in the middl TIONS RONR pp. 123.127) VOTING kill the main motion. It SECONDA ate can go to the merits of k In voting the chair al vote to adopt. It is the amendment, then the prima s which means a higher motion. i oranking motionbe made while this motion is pending. "Motions to Lor Extend Limits of Debate and the Previous Question can be applied to it without affecting the main motion." (RONR p.124) While Postpone Indefinitely is pending, any higher ranking motion can be made; and the main motion can be Amended, Referred to a Committee, Postponed to a Certain Time, or Laid on the Table. If the main motion is Referred to a Committee while Postpone Indefinitely is pending, Postpone Indefinitely does not go to Committee with the main motion. II. AMEND (RONR pp.127 -164) The purpose of this motion is to change the main motion. There are three ways of Amend: 1. By inserting or adding words 2. By striking out words 3. By striking out and inserting words. Anyone can make the motion to amend. It needs a second, it is debatable, and must begermane to what it is amending. It needs a majority vote to adopt. It cannot introduce a new sub- ject. Debate goes only to the amendment. An amendment can be amended. The first amendment is called a "primary" amendment and it applies to the main motion. It's amendment is called a "secondary amendment" and applies only to the primary amendment. The secondary amendment must be germane to the primary amendment. It needs a second, and is debatable. Debate is on the merits of the secondary amendment. An amendment to the third degree is not allowed. Only one set of primary and secondary amend- ments can be pending at the same time. The motion to Amend can be applied to any motion that has a variable, this includes some Subsidiary Motions and some which motions can be amended, see e of RONR. ON PRIMARY & RY AMENDMENTS ways begins with the secondary ry amendment, and finally the main • III. REFER COMMITTEE (RONR pp.165 -176) The purpose of this motion is to obtain information by referring the motion to a small, selected group of members for investigation. When making the motion to Refer to a Committee, state which committee, what it is to do, and when it is to report back to the membership. This motion needs a sec- ond and is debatable. Debate is on the merits of referring it to the committee. It takes a majority vote to adopt. Another form of this motion, is to move that the assembly act as the committee. In small assemblies, the motion is to "Consider Informally". This motion needs a second, and is debatable. It takes a majority vote to adopt. Debate is on the merits of informal consideration. If adopted, this motion enables the assembly to act as the committee. Its effect is to take away the restrictions on debate. (RONR. p. 533, also see pp. 521- 534) IV. POSTPONE TO A CERTAIN TIME (RONR pp.176 - 188) The purpose of this motion is to put off or delay the deci- sion to another time in the current meeting or to the next meet- ing. It needs a second and is debatable. Merits of the debate are on "postponing". It takes, a majority vote to adopt. If adopted, the motion will come up at the approximate time when no other business is pending. This motion should not be con- fused with To Lay on the Table. When members want a motion to come up at an exact time in the meeting, it needs to be made a special order. This needs a second, is debatable, but requires a two-thirds vote. If adopted, it must be taken up at the specified time even if busi- ness is pending. (See "Call for the Orders of the Day" 'in which to set it aside). The motion to "postpone" has certain time limits. It can't be postponed beyond a quarterly time interval or the next busi- ness meeting (which ever comes first). It can't be used as a motion to kill. If the motion to "Postpone to the next meeting" is adopted, it appears on the agenda under unfinished business. V. TO LIMIJO EXTEND THE LIMITS OF DEBATE (RONR pp. 1 194) If an assembly has no special rule of order about the limits of debate, a member may speak twice to a motion and up to ten minutes each time. If a member wishes to extend or limit the debate, he makes this motion. It needs a second, is not debat- able, but is amendable. It takes a two-thirds vote to adopt. VI. PREVIOUS QUESTION (RONR pp.194.207) The purpose of this motion is to stop debate and take the vote immediately. In its unqualified form it applies only to the immediate pending motion. It needs a second. It is not debat- able. It needs a two-thirds vote to carry. If adopted, debate ceases, and the vote is taken immediately on the pending ques- tion. Previous Question may be made on all pending questions or on consecutive pending questions. [SPECIAL NOTE: Even though this is one of the highest ranking subsidiary motions, it is not proper to make this motion before anyone has had the right to debate. If there is a contro- versial issue presented to the membership , it wouldn't be right to close debate before someone in the opposition had the right to speak. If the issue is controversial the chair should alternate debate between those in favor and those opposed. Henry Robert, in his book PARLIAMENTARY LAW, p. 4, says this: "Where there is radical difference of opinion in an organiza- tion, one side must yield. The great lesson for democracies to learn is for the majority to give to the minority a full, free opportunity to present their side of the case, and then for the minority, having failed to win a majority of their views, grace- fully to submit and to recognized the action as that of the entire organization, and cheerfully to assist in carrying it out, until they can secure its repeal. "j VII. TO LAY ON THE TABLE (RONR pp. 207 - 216) The purpose of this motion is to set the motion aside tem- porarily to take up something of immediate urgency. It is not to kill the motion or to put it off to the next meeting. It needs a second, is not debatable, and takes a majority to adopt. A mem- ber should state his reasons for making this motion. A member cannot lay a motion on the table and then make another motion 9 that conflicts wilft motion laid on the table. if the motion is not used correct13We chair should rule it out of order, and state the proper procedure. If the chair does not do this, a member should rise to a "point of order" and explain the correct proce- dure. When a main motion is laid on the table, all adhering sub sidiary motions go with it. For example, if a main motion, and its subsidiary motions to amend, and to refer to a committee are pending, these go to the table with the main motion. PRIVILEGED MOTIONS I. CALL FOR THE ORDERS OF THE DAY (RONR pp. 217 - 222) When the agenda isn't being followed, or a motion that was made a "special order" is not being take up at the right time, one member can "Call for the Orders of the Day". It does not require a second. It is not debatable. The chair must immedi- ately go to the orders of the day or take a vote to set aside the orders of the day which must be adopted by a two-thirds vote. II. RAISE A QUESTION OF PRIVILEGE (RONR pp. 223 .229) This motion permits a request or motion relating to the rights and privileges of the assembly. This usually has to do with noise or temperature in the assembly room. It does not require a second. It is not debatable. The chair rules on the request. There are Questions of Privilege concerning the Assembly and Questions of Privilege concerning the Individual. It is usually stated this way: MEMBER: Madam President, I rise to a question of privi- lege concerning the assembly. CHAIR: Please state the question. MEMBER: It is too hot in here could we have the heat turned down. (The Chair then makes a ruling) III. RECESS (RONR pp. 229 - 232) 10 The urWiness f this motion is to take a short intermission and take upwhere the members left off. As a • Privileged motion, it is made when other business is pending. It is needs a second, is not debatable, and the vote is taken immediately. The time of recess can be changed by amending. Recess as a Main motion: When no other business is pending, the motion to "recess" can be made. It needs a second and is debatable and can be amended. IV. ADJOURN (RONR pp. 232.241) The purpose is to close the meeting NOW! It needs a sec- ond and is not debatable. The chair must take a vote immedi- ately. It needs a majority vote to be adopted. As a Privileged Motion (it is made when other motions are pending), it takes precedence over all other motions except the motion TO FIX THE TIME TO WHICH TO ADJOURN. If adopted, and before the chair announces the meeting adjourned, members can rise to make announcements, give previous notice about a motion to be made at the next meeting, to make the motions to RECONSIDER, RECONSIDER AND ENTER ON THE MINUTES, and FIX THE TIME TO WHICH TO ADJOURN. If the meeting adjourns while business is pending, this business carries over to the next meeting and appears on the agenda under unfinished business. V. FIX THE TIME TO WHICH TO ADJOURN ( RONR pp. 241- 246) The purpose of this motion is to set the time for an "adjourned meeting". As a Privileged Motion, it is the highest ranking motion and it needs a second and is not debatable. It takes a majority vote to adopt. The time and date of the adjourned meeting is amendable. An adjourned meeting is a legal continuation of the present meeting. This motion neveg adjourns the meeting, it sets the time and date for another meet- ing. When no business is pending, this is a main motion. As a main motion, it needs a second, it is, debatable and ,takes a majority vote to adopted. (See tinted pages RONR p.16 #42.) To set the time to adjourn the meeting, make the motion FIX THE TIME Al WHICH TO ADJOURN. This is a main motion. It is debatable and amendable. It needs a majority vote 11 to be adop*ONR p. 244; tinted pages, p. 6 #3) INCIDENTAL MOTIONS POINT OF ORDER (RONR pp. 247 - 254) . The purpose of this motion is to correct a breach in- the rules. It should not be used for minor infractions. It does not need a second, can interrupt a speaker, and is ruled upon by the chair. It is made at the time of the infraction. If the infraction is of a continuing nature, a point of order can be made at any- time. If a member does not agree with the chair's ruling, he can appeal from the decision of the chair. APPEAL (RONR pp. 254 - 259) An appeal is made immediately after the ruling of the chair. This motion needs a second and is debatable unless it is made while an undebatable motion is pending or relates to the priority of business. The chair has the first opportunity to speak to the appeal. After members of the assembly have spoken to the appeal, the chair has the last right to speak before taking the vote. It takes a majority vote to sustain the decision of the chair. The correct phrasing for the vote is: CHAIR: "The question is, `shall the decision of the chair be sustained'. All those in favor say "aye". Those opposed say "no". Announce the vote and whether the deci- sion is sustained or not sustained, and what effect it has on the pending business. REQUESTS AND INQUIRIES(RONR pp. 285 - 286) This procedure is a way to obtain information. One way is to ask for parliamentary information. This called a "Parliamentary Inquiry". The chair answers the inquiry. Another way is to ask for information about the subject being discussed. This is called a "Point of Information." These are always directed to or through the chair. REQUEST FOR PERMISSION TO WITHDRAW OR MODIFY A MOTION (RONR pp. 287 - 289) The purpose of this motion is to withdraw or modify a motion without taking a vote. Before the chair states the motion, it belongs to the maker of the motion and he can with- 12 draw it obdify it without the permission of the assembly. • After the on is stated by the chair, it belongs to the assembly and the maker must ask permission to modify or withdraw it. [SPECIAL NOTE: There is some misunderstanding about this procedure. If the chair has not stated the motion the mem- ber can withdraw it without permission of the person who sec- onded it. If the member modifies the motion and the seconder withdraws his second, then some one else can second the motion. AlL r the motion has been stated by the chair, then the motion belongs to the assembly and not to the maker of the motion. The assembly must give permission to withdraw the motion or modify it, not just the person who seconded it.] OBJECT TO CONSIDERATION OF A QUESTION (RONR pp. 265 - 268) The purpose of this motion is to prevent a motion from being considered. This should not be used as a dilatory tactic, but only when someone feels that it would be divisive for it even to come before the assembly. Anyone can object to con- sideration including the presiding officer. It does not need a second, is not debatable, nor amendable. A vote must be taken immediately on whether the motion should be considered. The objection must be made before any discussion has begun on the motion. It takes a two-thirds vote against consideration to sustain the objection. In taking a vote the chair should phrase it this way: CHAIR: The consideration of the question Is objected to. Shall the question be considered? Those in favor of con- sidering the question, rise. (pause) Be seated. (pause) Those opposed to considering the question, rise.(pause) Be seated. (pause) If more than a third of the membership is in favor of con- sidering the question, the chair would announce the vote this way: CHAIR: There are jm than two thirds opposed and the objection is not sustained. The question is on the motion ...." If two-thirds of the membership vote against considering the question, the chair would announce the vote this way: CHAIR: There are two-thirds opposed and the ques- 13 tion will not i nsidered. Is there further business? In putting question to the membership, the chair should state it "shall the question be considered?" Those who want to prevent consideration must vote in the negative. MOTIONS THAT BRING A QUESTION AGAIN BEFORE THE ASSEMBLY TO TAKE FROM THE TABLE (RONR pp. 294.298) When a motion is laid on the table, it must be taken from the table by the end of the next meeting or it dies. This motion must be made when no other business is pending. Anyone can make this motion. It needs a second. It is not debatable, and the vote is taken immediately. It needs a majority vote to adopt. If adopted, the motion that was tabled is now before the assembly as when it was laid in the table. For example, if several motions were pending when it was laid on the table, — a main motion, an amendment, and refer to a committee —the chair begins discussion with the last motion made which was to refer to a committee. RENEWAL OF MAIN MOTIONS (RONR pp. 330.338) If a MajM motion is defeated, it can't be brought before the assembly again at the same meeting unless it is a substantially new question, or through special procedures. It can be brought up again at another meeting. For rules concerning renewing secondary motions see RONR pp. 330 - 338. RECONSIDER (RONR pp. 309 - 329) The purpose of this motion is to Reconsider the wqLq on a motion. Only a member that voted on the prevailine side can make the motion. Anyone can second it. It is debatable if the motion to be reconsidered is debatable. Debate can go to the merits of the main motion. It is not amendable. It requires a majority vote to be adopted. It ranks above all other motions. The effect of makin the motion to reconsider sus en nds all action until the motion to reconsider is taken up or terminates. A member who makes this motion should state that he voted on the prevailing side. If he doesn't state this, it is the chair's duty to ask him if he voted on the prevailing side. If there is no business pending, the motion is taken up immedi- ately. 14 If businift pending, It isn't taken up until a member "Calls up thtion to Reconsider the Vote" which could be at another meeting. If the motion to Reconsider the Vote is carried. The motion being reconsider is before the assembly as if it had never been voted on. However, if a person has exhausted his right to debate the motion, he can't debate it again unless it is taken up at another meeting. A motion cannot be reconsidered whose provisions have been partially carried out; or a vote which has caused something to be done that can't be undone; or if, a contract was made and the other party has been notified of the vote; or when the same result can be obtained by some other parliamentary motion. RESCIND; AMEND SOMETHING PREVIOUSLY ADOPTED (RONR. pp. 299 - 303) The rules concerning these two motions are very similar. The purpose is to reverse or to change something previously adopted by the assembly. These are considered incidental main motions, they need a second and are debatable. They are not in order if the action has already been carried out and is impossible to undo. Debate can go to the merits of the original motion. The vote requirement: 1. With "previous notice", it takes a majority vote. 2. Without "previous notice", it takes a two-thirds vote; or a majority vote of the =JJM membership. A special word of "thanks" to these parliamentarians who reviewed the script for the video: Harold Corbin, RP 1823 West 9th St. Anderson, IN 46016 Shane Dunbar, RP Parliamentary Consultant 1273125th Ave. SE Seattle, WA 98208-6609 Ann Gitton, PRP, CPP 8600 Swigert Rd. Loveland, OH 45140 15 0 C DRAFT /--N CITY aF ueorg,g otvn �CIEO - 1134U 0 • r Geozptovm Librariyr 1,3,psce All- ccatiorr, EXISMG FACILrTY, YEAR 2= GEORGET 0—"NCTIY LINMS VIAY. 2020 GEORGEWYM ETI FopulaXars 39,000 60,900 2.5 73,000 152,250 202z0 Square Fee 17,000 38,062 50562 ReaderSean @ 4.511000 94 235 360 1p-ung Quiet study rooms 63 160 200 0 GroW study 0 Curreamptliff COIL Maft - Audio - ViAW 0 0 Rd=t= Dq*lCwva=cnt Document • Periodicals Adults Childm TeVVYOMZAdult Large Print Local Hislcy Busine cch-logy Dept. AuditDfiUn 75 Seats 200scau 225 seats Board RoomfCoafercucc Room 25 Seats 0 Cmfe"=e Room 15 Seats Small Muting Roam 4-6 Seats 0(4) 0(4) Study Rooms 2 Seats 0(4) (2a]&m a PVpcVSbor)ftlicr razatre 0 Music/Vis Listen Studio 0 COMPUW Lab 0 0 0 T-b-l-gy T-Wm Canter 0 0 caw 0 0 copy C40a 0 Exhibit Space Aft way Drive-v access window 0 Drive-p book -drop Vohmtw/Frim,fs Area QMA MrATr 3, PA E Ina�,W—MMT Cirmdafion Work Pom 0 0 Chadren s Scmm Work Room 0 0 CDHCcdowwwkRoom 0 0 Tocinucal Sarm We& Room f 0 Automation Work Room 0 Outreach Services 0 SeQuity CM&W 0 0 StAffL4D=p 0 • StaffConference, Room 0 PrivatecKfices 0 Storage 0 Matt add RdLmyA4,dg 0 riot mvidod O • P-w Pruvided • • Library Circulation 1995-2000 300,000 2 250,000 2 9 2 0 2 4 200,000 1 9 0 150,000 H 100,000 50,000 0 FY 1995-1996 1996-1997 1997-1998 1998-1999 1999-2000 Library Building Area Per Capita 1.5 1.25 1 0.75 0.5 0.25 0 A &P 0 A A ,k v V ,� l A ��A <V iA. A -le > 0 Sq.FtJCapita r-j 3 2.5 2 1.5 1 0.5 0 Holdings Per Capita `,§A t§A �iA i§A `p y�4 ti V� Jo �G 6 OA ta�A �iA ta�A A'd �aec:PJ Q --+—Holdings Per Capita 10 • i lIX fi 40,000 cr 3 a� 30'OW a 0 75 20,000 iZ 0 a i 12 Population VS Library Building Area VS Building Area Per Capita 60,900. 1.4 1.2 HUI fl. ca 0.8 .-- National tl Average Recommended ;? 0.6-- Q Old = State of Texas � Recommended 0.4 0.28 0.2 0 i I f i i I F 0.0 1986 1990 1994 1998 2002 2006 2008 2012 2016 2020 —0 Population +Library Building Area -A Building Area Per Capita Population Source: Georgetown Division of Development Services Estimated Option A: Maintain Existing Facility 17,000 SF Facility Option B: Add to Existing Facility Assume 40,000 SF Facility • Option C: Multiple Library Facilities Assume 40,000 SF Facility Option D: New Main 40,000 SF Library Assume 40,000 SF Facility E • C 0 I� 4!P'��' 'I I,I!�yil rp Fr Option A: Maintain Existing; Facility 17,000 SF Facility Implications • No Impact to Current Tax Rate • Great Partnership with CBD — Per Capita Area/Collection Below Peer/National Standards — Inadequate Parking — Building Increasingly Overcrowdeif • • Option B: Add to Existing Facility Assume 40,000 SF Facility Capital Cost New Construction 23,000 SF @ $150 = $3,450,000 .Renovate Existing 17,000 SF @ $40 = $680,000 Capital Cost Subtotal: 4 130 000 • Option B: Add to Existing Facility Assume 40,000 SF Facility Operational Cost Additional Staff Required for 2nd Floor 2 Staff X 2 @ $35,000/YR=$140,000/YR Operational Cost (10 YR) '%JjE= E • • 40 i Option B: Add to Existing Facility Assume 40,000 SF Facility Total Capital of Operational Differential Cost Capital Cost Subtotal: Operational Cost (10 YR) $4,130,000 • Option B: Add to Existing Facility Assume 40,000 SF Facility Implications + Maintain Partnership with CBI — Staff Premium for 2nd Floor -- Land Cost for Parking 0 C G Ti option)3: Falhy Add Wn . Facili z Z K 5 k A I 00, /xk 7 Downto�\,,n Inset LA • E rr Fr Fr FP Option C: Multiple Library Facilities Assume 40,000 SF Facility Capital Cost Maintain 2 Facilities Existing .wilding Renovation 17,000 SF @ $40 = New Building 23,000 SF @ $120 = Capital Subtotal Cost: $2,760,000 ' Mjjjjj� • Option C: Multiple Library Facilities Assume 40,000 SF Facility Operational Cost Maintain 2 Facilities LI Additional Staff .required for 2 Facilities 4 Staff X 2 @ $35,000/YR=$280,000/YR Operational Cost (10 YR) = $2,800,000 0 • • (�'r41 f6sti!I�6�I�Iry Option C.- Multiple Library Facilities Assume 40,000 SF Facility Collection Maintain 2 .Facilities Initial Collection Duplication 160,000 Items @ 30% = 48,000 Items �: III • I ','�i ill Current Budget $120,000 @ 30% $40,000/YR � Book Budget Cost (10 YR) = $400,000 Option C. Multiple Library Facilities Assume 40,000 SF Facility Total Capital of Operational Differential Cost Capital Cost Subtotal: Operational Cost (10 YR.) Collection Cost: Boob Budget Cost: Total 0 Option C: Multiple Library Facilities Assume 40,000 SF Facility Implications • Maintain Partnership with CBD • Potential Location West of I-35 ---- Large Capital Cost Premium for Staff/Collection — Land Cost for 2nd Facility r-� Mul't -Fay s ... jill'2— # te T s '1. �d�.,� 3 '. '�. a , 'y �+!f• a. P .fir ✓-' «J �i. v i f c.. �: r « $�f' �. x '„a # t�, a ,r'�.it � , \ S / ._`` 1 : ��..;tr�'y ,Y c t'L r �i r t; � rt�t �$ T._.� �([]�•� � .fir �. -_ �f/iv � � :� j 7-a 1r Sx t 1 �i{ P t /t. Downtown Inset 1. 1, t E. ♦ r ♦_ c r 0 C. Option Dfo . New Single Library Facility Assume 40,000 SF Facility Capital Cost New 401,000 SF @ $120 = $4800,000 Renovation 40,000 SF @ $ 65 = $2,600,000 Capital Cost Subtotal: (New) $4,800,000 '+ � �� '► pit 111 Qperational Cost Staff Premium 0 Collection Premium 0 Total/Operational Cost: (New) $4,800,000 (Renovated) $2,600,000 Option D: New Single Library Facility Assume 40,000 SF .Facility Implications + Minimal Staff & Collection Cost Capital• Building and Land — Land Area in CBD to Support 40,000 SF Facility is Minimal • Option D: jt 1 New 5�;1ibra-r ��i� t:y �v 1 SbIlf 77 4 N OCRAl � .. .t �� °'a '•\. .. 1 t- t p t7y t � 4 r j .�•-•'.'1. �tt J _i-1 �. tit Amtown inset Y,_ s e. ^� SAP � ` •``� .�%' : - .� n Y'`f. - two. P •'.JG / � ''! \ t �1 S .): .'. xy • • • e Summary: Focus Group Demographics 96 Total Participants • 66 % Female • 34 % Male • 71 % Reside within Georgetown City Limits • 29 % Reside outside Georgetown City Limits • Average Age of Participants: 58.5 • Oldest Participant: 88 • Youngest Participant: 16 Advertisement for the Dates of Focus Groups and Charrettes: ✓ Williamson County Sttlr V Austin American Statesman -/ Sun City Cable (cable channel) ✓ 100 Post cards sent to leaders in the community (including the Youth Ad visor} Board)