North Plains Public Library

Library Board

Library Board Members:

Lorna Campbell
Janet Ford
Carolyn Leavitt
Debbie Olson
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:

Join WCCLS
Hire a .5 library staff position
Expand the library operating hours
Develop a Spanish collection
Develop a North Plains History collection
Develop a CD collection

Meetings/Procedures

1.20.010 Meeting Times
1.20.020 Study Sessions
1.20.030 Special Meetings
1.20.040 Executive Sessions
1.20.050 Robert’s Rules of Order
1.20.060 Quorum
1.20.070 Agenda
1.20.080 Consent Agenda
1.20.090 Order of Business
1.20.100 Voting Generally
1.20.110 Duty to Vote
1.20.120 Reconsideration of Action Taken
1.20.130 Speaking by Board Members Generally
1.20.140 Administrative Staff and City Employees Addressing Board or Public
1.20.150 Public Members Addressing the Board
1.20.160 Order and Decorum During the Board Meetings
1.20.170 Filling Vacancies
1.20.180 Conflict of Interest
1.20.190 Board Member Authority and Delegation
1.20.200 Requests for Staff Assistance
1.20.220 Board Agenda
1.20.230 Committees
1.20.240 Board Officers

1.20.010 Meeting Times

The Library Board shall meet at 7:00 p.m. on the 3rd Wednesday of each month in the North Plains Public Library. On holidays, the Board shall meet on the Wednesday following the holiday.

1.20.020 Study 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.

1.20.030 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 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.

1.20.040 Executive Sessions

Executive sessions may be held during regular or special meetings, so long as appropriate statutory limitations are met. Any executive sessions held during study sessions shall also meet appropriate statutory tests.

1.20.050 Robert’s Rules of Order

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.

1.20.060 Quorum

The Chairman, or in his absence the Vice Chairman 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.

1.20.070 Agenda

The Chairperson or library director shall prepare an agenda of the business to be presented at a regular board meeting. 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.

1.20.080 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 calendar” 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 calendar items. All remaining items on the consent calendar shall be disposed of by a single motion “to adopt the consent calendar,” which shall not be debatable. Adoption of the consent calendar 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 calendar shall be voted upon separately in the usual manner.

1.20.090 Order of Business

The order of business at Board meetings shall be determined by the chairperson of the Board or by the library director.

1.20.100 Voting Generally

(1) The vote on every motion shall be taken by voice vote or roll call and entered in full upon the record.

(2) 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.

1.20.110 Duty to Vote

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.

1.20.120 Reconsideration of Action Taken

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.

1.20.130 Speaking by Board Members Generally

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.

1.20.140 Administrative Staff and City Employees Addressing Board or Public

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.

1.20.150 Public Members Addressing the Board

(1) 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.

(2) 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.

(3) Any person making personal, impertinent, or otherwise improper remarks, or who becomes boisterous, threatening, or otherwise abusive shall be requested to leave the meeting.

(4) 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.

1.20.160 Order and Decorum During the Board Meetings

Any of the following shall be sufficient cause for the removal of any person from the meeting hall for the duration of the meeting:

(1) Loud or disruptive language, noise, or conduct that interferes with the conduct of business by the Board.

(2) Intentional damage to the furnishings and/or of the interior of the meeting room.

(3) 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.

1.20.170 Filling Vacancies

(1) Any vacancy occurring on the Library Board shall be filled as provided by this rule.

(2) 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.

(3) 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.

(4) 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.

1.20.180 Conflict of Interest

(1) For purposes of this chapter, “potential conflict of interest” has that meaning defined in ORS 244.020 (7).

(2) 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.

(3) In the event of an actual conflict of interest, the Board member shall not vote or participate in consideration of the issue.

1.20.190 Board Member Authority and Delegation

(A) 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.

(B) Notwithstanding subsection A of this section, 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.

1.20.200 Requests for Staff Assistance

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.

1.20.210 Minutes

(1) Minutes of each meeting shall be prepared by the library director, and shall include at least the following information:

(2) Minutes of executive sessions shall be limited consistent with ORS 192.660.(3) 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 library director.

1.20.220 Board Agenda

A. An agenda for each Board meeting shall be prepared by the chairperson and library director. 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.

B. 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.

C. Each agenda shall include the time, date and place of the meeting and a brief description of the ordinances, resolutions or other matters to be considered.

1.20.230 Committees

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.

1.20.240 Board Officers

A. At its first regular meeting of August each year, the Board shall elect a chairperson and vice chairperson from its membership. 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.

B. Any Board officer may be removed by a vote of two-thirds of the entire Board.
3. 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.

4. Library Board Member Responsibilities

The Meetings

Attend monthly Library Board meetings.
Come prepared to contribute to the discussion of issues and business to be addressed at scheduled meetings, having read the agenda and all background material.
Discuss openly and weigh carefully matters which may come before the Board expressing and exploring diverse viewpoints.
Spend time and energy receiving orientation and ongoing training to become educated regarding the library’s purpose, history, problems and needs.
Respect the confidential nature of library business while being aware of and in compliance with Oregon’s Freedom of Information Act.
Fulfill state and city legal requirements such as reviewing bills and conducting business according to statutes and ordinances.
Serve on Board committees and participate in ongoing board activities.

The Library

Consider yourself a trustee of the library and do your best to ensure that the library is well maintained, financially secure, growing, and always operating on the best interests of constituents.
Support the staff in carrying out library operations and services.
Determine and adopt written policies to govern the operation and services of the library.
Take an active role in developing plans for the library’s future, helping to set short-term and long-term goals.
Assist staff in setting budget priorities and communicating budget needs to the City Manager.

The Community

Understand and support the basic tenants of the public library service including the American Library Association’s Library Bill of Rights and Freedom to Read Statement.
Be knowledgeable about library services and policies and keep abreast of national and state library standards and trends.
Act as liaison, understanding and interpreting the needs of the public to the library and the action of the library to the public.
Establish, support, and participate in a public relations program in coordination with staff efforts.
Represent the library and act as an advocate for the library in the community.
Respect and support the majority decisions of the Library Board.
The chair, or his or her designee, will act as spokesperson for the Library Board.

5. Bylaws

I. Membership

The Library Board will consist of five members to be appointed by the City Council according to the provisions of Municipal Code 1.25.

II. Officers

The North Plains Library Board will elect a Chairman and Vice-Chairman from its membership at the July meeting to serve in those offices for one year or until their term on the Library Board expires, whichever comes first. Pursuant to ORS 357.470, the Library Director or designee(s) will serve as secretary to the Library Board, responsible for compliance with state laws regarding notice of meetings, preparation of agenda and packet materials, and for keeping written minutes of all Library Board meetings.

III. Amending the By-Laws

These by-laws may be amended by a majority of the Library Board present at any regular meeting with a quorum present (3), providing the amendment was stated in the meeting notice and on the agenda.

IV. General Powers

The Library Board will be responsible for applying, administering and enforcing statutory requirements for the North Plains Public Library as generally described in Oregon Revised Statutes Chapter 357, especially 357.400 - 357.621, 357.975, and 357.990, also as described in Municipal Codes 1.25.000 - 1.25.110.

V. Meetings

A. Notice of regular and special meetings will be given in accordance with public meeting law ORS 192.610 - 192.690.

B. An executive session may be requested by the Chairman at any regular or special meeting of the Library Board to discuss such topics as are proper subjects for executive sessions under ORS 192.610 - 192.690. Convening in Executive Session requires a majority vote of a quorum of the Library Board in favor of a motion to do so. This motion must include specific reference to that subsection of ORS which authorizes use of an Executive Session.

C. The presence of a majority of the North Plains Library Board members (3) shall constitute a quorum for the transaction of business at any meeting of the Library Board. Official decisions of the Library Board may be made by a majority of those present and voting when a quorum (3) is present.

D. The North Plains Library Board Chair (or Vice-Chair in his/her absence) will conduct all meetings following generally accepted parliamentary procedure.

B. Municipal Codes 1.25

Sections:

1.25.005 Library Board

1.25.010 Establishment
For the purposes hereinafter stated, there is hereby established a City of North Plains Library Board.

1.25.020 Membership
The Library Board of the City shall consist of five voting members and shall be appointed by the City Council. Commission 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. 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.

No more than two voting members shall be engaged in the same kind of business or trade, or profession.

1.25.030 Term
Initial terms of the Library Board will be as follows: one person shall serve for one year, one person for two years, one person for three years and two people for four years. The initial terms will begin on August 1, 2002. After the initial terms expire, each subsequent term will be for four years.

1.25.040 Chairperson and Vice-Chairperson
At the meeting of the Board during the month of July, the voting members of the Board shall elect a Chairperson and Vice-Chairperson of the Board to serve at the beginning of the next month.

1.25.050 Secretary
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. The Library Director or designee(s) shall be the secretary to the board pursuant to ORS 357.470.

1.25.060 Meetings
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 three hours before the time specified for the proposed meeting.

1.25.070 Powers-Employment
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.

1.25.080 Powers-Recommendation
The Board shall have all the powers which are now or hereafter granted to it by the 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.

1.25.090 Written Recommendation
All recommendations and suggestions made to the City Council by the Board shall be in writing.

1.25.100 Funding and Expenditures
A proposed budget for the North Plains Public Library shall be submitted by the library director to the city budget officer, 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 budget officer 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.

1.25.110 Responsibilities
Pursuant to ORS 357.490, the library board shall have the following level of responsibility and authority:

C.Approval of an annual budget request pursuant to Section 1.25.100 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.

F. 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.

G. 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.

H. 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.

I. 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.

C. Library Staff Organizational Chart
D. Library Budget (Five Year History)
E. Trust and Agency Fund Cash Reconciliation
F. Library Circulation Policies

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