Library Board Members:
- Jennifer Knowles
- Mark Perkins
- Carolyn Leavitt
- Thurman Miller
- Laura Templin
North Plains Library Board Mission Statement:
The North Plains Library Board, representing the citizens of North Plains, OR, and working in partnership with the Library Director, evaluates Library services and community needs, advises on Library policies, and sets goals to be implemented by the Director and staff.
Goals:
- Expand the Library operating hours
- Increase collection turnover rate
- Increase circulations per capita
- Hold four to six special library programs each year
- Increase the library collection
Library Board Municipal Code
Sections:
1.25.010 Establishment
1.25.020 Membership
1.25.030 Term
1.25.040 Vacancies
1.25.050 Officers
1.25.060 Committees
1.25.070 Meetings
1.25.080 Quorum
1.25.090 Agendas
1.25.100 Minutes
1.25.110 Powers
1.25.120 Voting
1.25.130 Board Authority, Delegation and Requests
1.25.140 Written Recommendation
1.25.150 Addressing the Board
1.25.160 Funding and Expenditures
1.25.170 Responsibilities
For the purposes hereinafter stated, there is hereby established a City of North Plains Library Board.
The Library Board of the City shall consist of five voting members and shall be appointed by the City Council. Board members shall receive no compensation, but shall be reimbursed for duly authorized expenses.
At least three members of the Library Board shall be residents of the City of North Plains. No more than two voting members shall be engaged in the same kind of business or trade, or profession. In addition, the Mayor shall appoint on a revolving basis one City Council member to serve as an ex-officio non-voting member of the Library Board to communicate City Council policy on matters before the Library Board and to be a liaison between City Council and Library Board. A member may be removed by the City Council, after hearing, for misconduct or non-performance of duty. Any vacancy shall be filled by the City Council for the unexpired term.
The initial term for Library Board members bean on August 1, 2002. Each term shall be for a period of four years. Should a Library Board member resign before their term has expired, a substitute shall be appointed and approved by the City Council.
Any vacancy occurring on the Library Board shall be filled as provided by this rule.
A. When vacancy occurs on the Board, the City Recorder shall cause to be published a notice of such vacancy, inviting applications to be filed by all interested, qualified candidates. The City Council shall establish a date when all applications must be filed with the City Recorder. The filing of the written application from any person eligible for such office shall be considered as placing that person in nomination.
B. After the date for filing has expired, all applications shall be reviewed by the Library Board and applicants shall be interviewed by the Board. The Board shall make a recommendation to the City Council. The Council may review the recommendation of the Board or may interview all applicants. Prior to the date of the interviews, the City Recorder shall inquire and report back to the Board whether the candidates are eligible to serve in the office to be filled.
C. When the Council is satisfied that it has concluded the process of reviewing the qualifications of nominees, the Mayor shall declare the nominations closed and call for a ballot.
At the first regular meeting of the month of August, the Board shall elect a Chairperson and Vice-Chairperson and Secretary of the Board to be effective immediately. In the Chairperson’s absence from a Board meeting, the Vice-Chairperson shall preside over Board meetings and exercise other Chairperson
responsibilities in absence or incapacity of the Chairperson. In the absence or incapacity of both the Chairperson and Vice-Chairperson, the Board may select an acting Chairperson who shall have the above duties during such absence or incapacity. The Library Board shall appoint a secretary who will be responsible for compliance with state laws regarding notice of meetings, for preparation
of agenda and packet materials, and for keeping written minutes of all Library Board meetings. Upon appointment of a library director, the library director shall be the secretary to the board pursuant to ORS
357.470. Any Board officer may be removed by a vote of two-thirds of the entire Board.
The Chairperson or Board may establish ad hoc or standing committees to perform specified investigatory or advisory functions. Appointments to such committees shall be as provided in Section 1.05.190. Any authority
granted to such committees shall be clearly delegated when creating the committee.
A majority of the voting members of the Board shall constitute a quorum. The Board may make and alter rules and regulations for its government and procedure consistent with the laws of the State of Oregon and with the City Charter and Ordinances. It shall meet at least once a quarter at times and places to be designated by the Board. Special meetings may be called at any time by the Chairperson of the Board or by three voting members of the Board by written notice served upon each member at least twenty-four
hours before the time specified for the proposed meeting.
A. Meeting Times
The North Plains Library Board shall meet at 7:00 p.m. on the third Wednesday of each month at the Washington County Fire District 2 Administrative Offices, 31370 NW Commercial Street, North Plains, Oregon. On holidays, the Board shall meet on the Wednesday following the holiday.
B. Work Sessions
Study sessions of the Board shall be held in accordance with State Statutes whenever special circumstances require such a session, and such session shall be called by either the Chairperson, or two
Board members.
C. Special Meetings
The Chairperson, or in the Chairperson’s absence, the Vice-Chairperson of the Board, shall on petition of two Board members, call a meeting at any time for the transaction of the business mentioned in such petition; provided that notice of a meeting so called shall be given to each member of the Board at least 24 hours in advance of the time fixed for the meeting; provided, further, that legal special meetings may be held on shorter notice if the Chairperson and all the Board members attend such meeting as permitted by State law.
D. Meeting Conduct
Robert’s Rules of Order Revised shall be used as the guide line for conduct of Board meetings, except in those cases where specific provisions contrary to Robert’s Rules are provided herein. The Board has an obligation to be clear and simple in its procedures and the consideration of the questions coming before it.
It should avoid invoking the finer points of parliamentary rules which may serve only to obscure the issues and arouse the suspicion of the audience at public meetings and the citizens of the City in general.
E. Conflict of Interest
“Potential conflict of interest” has that meaning defined in ORS
244.020 (7). In the event that any Board member shall have a potential conflict of interest with respect to any matter before the Board, the Board member shall announce such potential conflict, impartiality or bias
on the record prior to any consideration, deliberation or decision of the Board on the matter, and may be excused from the Board until consideration of the matter is complete. In any vote on such matter,
an excused Board member shall not be considered present for purposes of a quorum. In the event of an actual conflict of interest, the Board member shall not vote or participate in consideration of the issue.
The Chairperson, or in his absence the Vice-Chairperson of the Board, shall call the meeting to order at the hour designated for the meeting. If a quorum is not present, the Library Director shall immediately inform the
absent members, except those known to be unavoidably detained, that their presence is required to enable the Board to proceed. If the absent member or members do not appear after the notice, the members present shall adjourn until a specific time or until the next regular meeting. Board members who are unable to attend meetings are asked to notify the Board Chairperson and Library Director as soon as possible. Two
unexcused absences are grounds for dismissal from the North Plains Library Board.
A. Agenda Development
The Chairperson and Library Director shall prepare an agenda of the business to be presented at a Board meeting. The order of business at Board meetings shall be determined by the Chairperson of the Board or by the Library Director. The Board agenda shall include the flag salute, roll call, approval of prior minutes, communications from the public on non-agenda items, new business, old business, staff reports and other agenda categories as directed by the Chairperson or Board. The order of consideration of agenda items shall be as determined by the Chairperson or Library Director. Each agenda shall include the time, date and place of the meeting and a brief description of the matters to be considered. Board members may request of the Chairperson that specific items be placed on an agenda or may raise matters for Board consideration as new business. Matters raised as “new business” which are not itemized as agenda items shall, unless emergency
conditions exist, or upon majority vote of the Board, be deferred to the next regular or special meeting as an agenda item. No item of business shall be added to an agenda after 5:00 p.m. on the Thursday of the week preceding the week of the Board meeting for which the agenda has been prepared. The Board shall vote on only matters that appear on the agenda for that meeting or are introduced by a Board member or the Chairperson. Board members and the Chairperson shall endeavor to have subjects they wish considered submitted in time to be placed on the agenda.
B. Consent Agenda
In order to make more efficient use of meeting time, the Chairperson may place all Resolutions and requests for Minute approval which are routine in nature and concerning which no debate is expected on a “consent agenda” to be considered at the next regular meeting. Any item placed on the consent calendar shall be removed at the request of the Chairperson or a Board member prior to the time a vote is taken on the consent agenda items. All remaining items on the consent calendar shall be disposed of by a single motion “to adopt the consent agenda,” which shall not be debatable. Adoption of the consent agenda shall be by the affirmative vote of all Board members present at the time the vote is taken and shall have the same effect as a separate vote for each item. If there are dissenting votes, each item in the consent agenda shall be voted upon separately in the usual manner.
Minutes of each meeting shall be prepared by the Board Secretary, and shall include at least the following information:
A. All members of the Board present;
B. All motions, proposals, orders and rules proposed and their dispositions;
C. The results of all votes, and the vote of each Board member; and
D. The substance of any discussion on any matter.
E. The written minutes shall be available to the public for inspection at City Hall upon agenda distribution and shall be maintained as a permanent record of the actions of the Board by the City Recorder.
The Board may employ consulting advice on library matters, a secretary and such clerks as may be necessary, and pay for their services, and for such other expenses as the Board may lawfully incur, including the necessary disbursements incurred by its members in the performance of their duties as members of the Board, out of funds at the disposal of the Board, as authorized by the City Manager and/or City Council. The Board shall have all the powers which are now or hereafter granted to it by the Municipal Code of the City or by general laws of the State of Oregon. The Board may make studies, hold hearings, and prepare reports and recommendations on its own initiative or at the request of the City Council.
The vote on every motion shall be taken by voice vote or roll call and entered in full upon the record. Any question before the Board shall not require a roll call vote unless requested by any member of the Board.
It shall not be in order for members to explain their vote during roll call. Any member may change his or her vote prior to the next order of business. Every member when a question is taken shall vote unless a majority of the Board, for special reason, shall excuse said person, but no member shall be permitted to vote on any subject in which he or she has a direct pecuniary interest. Two members may demand the ayes and nays on any question. Any member who voted with the majority may move for a reconsideration
of an action at the same or the next following regular meeting. Once a matter has been reconsidered, no motion for further reconsideration thereof shall be made without unanimous consent of the Board.
1.25.130 Board Authority, Delegation and Requests
Board members shall have authority only to act as part of the Board and shall not have individual authority to bind the City or direct the actions of City officers or employees. Notwithstanding the above paragraph, the Board may delegate specific duties or functions to a Board member in which case such Board member
shall have such authority as has been expressly delegated. Board members shall refrain from directing the activities or workloads of City staff members. Individual requests from a Board member for staff assistance shall be presented to the Chairperson orally or in writing for approval.
1.25.140 Written Recommendation
All recommendations and suggestions made to the City Council by the Board shall be in writing.
Every Board member desiring to speak shall address the Chair and, upon recognition by the presiding officer, shall confine the remarks to the question under debate. Members of the City’s administrative staff and other City employees desiring to address the Board or members of the public shall first be recognized by the Chair and shall address such remarks to the Chair. The staff may respond to questions or comments by the Board or members of the public with permission of the Chair, but shall always do so in a polite, tactful manner. After recognition, any public member desiring to address the Board, shall State their name and address for the record and limit their remarks to the question under discussion. No person shall enter into any discussion without being recognized by the Presiding Officer. Any public member addressing the Board is limited to five minutes unless further time is granted by the Presiding Officer. No public member may speak more than once upon any one subject until every other public member choosing to speak thereon has spoken. All remarks will be addressed to the Board as a body. After a motion has been made or after a public hearing has been closed, no public member shall address the Board without first securing permission
from the majority of the Board present. Any person making personal, impertinent, or otherwise improper remarks, or who becomes boisterous, threatening, or otherwise abusive shall be requested to leave the meeting. Any of the following shall be sufficient cause for the removal of any person from the meeting hall for the duration of the meeting:
A. Loud or disruptive language, noise, or conduct that interferes with the conduct of business by the Board.
B. Intentional damage to the furnishings and/or of the interior of the meeting room.
C. Refusal to obey an order of the Presiding Officer or an order issued by a Board member or which has been approved by a majority of the Board present.
1.25.160 Funding and Expenditures
A proposed budget for the North Plains Public Library shall be submitted by the Library Director to the City Finance Director, after approval by the Library Board, annually as a request for funding. This request must be based on guidelines set by the Budget Committee or the City Finance Director for all City general fund departments. This proposed North Plains Public Library budget is then subject to the same review process as
all other City general fund departments. The Board shall have no authority to make expenditures on behalf of the City, or to obligate the City for the payment of any sums of money, except as herein provided, and then only after the City Council shall have first authorized such expenditures by appropriate Resolution, which Resolution shall provide the administrative method by which such funds shall be drawn and expended.
Pursuant to ORS 357.490, the Library Board shall have the following level of responsibility and authority:
A. Assigning a Library Board member to serve on the Selection Committee for filling any vacancy in the position of Library Director. The Library Board may also review the applications of any finalists for the position of Library Director and make a recommendation to the City Manager as to which, if any, of those
finalists appear qualified to serve as Library Director. In addition, the Library Board may make recommendations to the City Manager regarding the performance and compensation of the Library Director. The Library Board may also make recommendations as to staffing levels, working conditions, and duties of the library staff, subject to budget limitations and standard city personnel policies and procedures.
B. Review and approval authority for all written rules, policies and procedures for operation of the North Plains Public Library, subject only to appeal to the City Council.
C. Approval of an annual budget request pursuant to Section 1.25.160 of this Chapter.
D. Accepting, acquiring, using, or expending in the name of the City, any real or personal property under the jurisdiction of the Library Board with the approval of the City Council.
E. Selecting sites for library building and/or location of library facilities with the ultimate site to be approved by the City Council.
1. Entering into contracts subject to prior approval of the City Council and providing such other services and performing such other duties as the City Council may from time to time assign.
2. Applying, administering, and enforcing all applicable statutory requirements pertaining to public libraries
envisioned under ORS 357.400 through 357.621, 357.975 and 357.990, inclusive.
3. Declaring surplus and establishing and carrying out a policy for disposal of all books and similar materials which, in the opinion of the Board, are unused or underused.
4. Acceptance, use or expenditure of any real or personal property or funds donated to the library, or purchase, control or disposal of real and personal property necessary for the purposes of the library, except that each donation shall be administered in accordance with its terms, and all property or funds shall be held in the name of the governing body.
Municipal Code Revision date – 08/20/2008
