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HomeMy WebLinkAboutLibrary Advisory Board BylawsLibrary Advisory Board Bylaws Article I Purpose Per TMC 2.33.010 the Library Advisory Board (Board) is hereby established to serve in an advisory capacity to the Mayor and the City Council for the City of Tukwila. The objectives of the Library Advisory Board are to: 1. Provide an annual review of the library agreement between the City and the King County Library District; 2. Recommend programs for library services to be incorporated into the library agreement; 3. Develop recommended programs to promote library services for City citizens, and make the public aware of those facilities that are available for public use; 4. Assist in planning, scheduling and participating in special programs or projects, such as setting up displays, making posters, providing information to the media; 5. Meet with a variety of public groups to promote library services for City citizens, including the King County Library District and library staff; 6. Promote library gift giving, including setting standards for such gifts; 7. Render any other advice and assistance on library services. Article II Membership Per TMC 2.33.020 Library Advisory Board members must be a resident of the City of Tukwila. The Board shall be comprised of not less than five and not more than seven members. A. Length of Appointment The term of membership for the members of the Library Advisory Board shall be two years. B. Resignation If a Board member is unable to complete their term of service a letter of resignation should be sent to the Mayor indicating the effective date of the resignation. C. Removal A Board member may be removed from the position if absent without being excused for three consecutive meetings or six regular meetings in a calendar year. D. Compensation Members will receive no monetary compensation for serving on the Board. Article III Duties of the Board, Officers, Members and Support Staff A. Duties of the Board As stated in City of Tukwila Municipal Code 2.33 the Board shall undertake the duties and responsibilities defined in TMC 2.33.010. B. Officers Officers shall be a Chair and a Vice -Chair and Secretary; all are appointed members of the Board and voted into office by the Board. In absence of both the Chair and the Vice - Chair members shall elect a Chair pro tem. C. Duties of the Officers Chair The Chair shall preside at all meetings and adhere to the duties of the presiding officer prescribed in Robert's Rules of Order Newly Revised. When necessary, the Chair shall call for special meetings. The Chair shall be a full voting member of the Board. The Chair may delegate duties to other Board members with the consent of the Board. The Chair shall speak on behalf of the Board before City Council, the public and City staff. The responsibilities of the chair include: • Providing group direction and options for setting goals; • Setting meeting agendas; • Coordinating meeting preparation with City staff; and • Representing the Board in the community. The term of office shall be one year. Vice -Chair The Vice -Chair shall perform the duties of the Chair in absence of the Chair. The Vice - Chair may also speak on behalf of the Board before City Council, the public and City staff when the Chair is not available to speak. The term of office shall be one year. Secretary The responsibilities of the secretary include: • Taking roll at regular, special and public hearing meetings. • Keeping a record of all correspondence. • Preserving all manuscripts and records. • Keeping a current roster of all members. • Preparing and circulating the monthly board packets. • Taking minutes of all meetings of the board. D. Duties of Board Members It is the responsibility of all Board members to: • Arrange adequate time to carry out responsibility as a Board member; • Come to meetings prepared: Read all reports, proposals and documents distributed prior to meetings; • Listen to other Board members and communicate with respect and courtesy; • Participate in group discussion and decision making. I. Ethics Training Every Board member must complete Ethics Training and sign an Ethics Training Certification Form within 90 days of appointment and must complete the training within 90 days of reappointment or every four years, whichever comes first. II. Open Public Meetings Act Training Pursuant to RCW 42.30.205, every Board member must complete training on the Open Public Meetings Act and sign an OPMA Training Certification Form within 90 days of appointment and must complete the training within 90 days of reappointment or every four years, whichever comes first. III. Public Records Training Every Board member must complete training on the Public Records Act and sign a Public Records Training Certification Form within 90 days of appointment and must complete the training within 90 days of reappointment or every four years, whichever comes first. IV. Conflict of Interest Washington's ethics laws prohibit public officials from gaining financially as a result of his or her position. Public officials must declare any conflicts of interest at a public meeting. A conflict exists if a recommendation potentially could affect the finances of the group member or the finances of a family member. If a conflict exists, the member must declare this fact at a meeting where the issue is being discussed and refrain from discussing or voting on the recommendation. Every Board member must sign a Conflict of Interest Disclosure Form within 90 days of appointment and must sign a new Disclosure Form within 90 days of reappointment or every four years, whichever comes first. E. Duties of Support Staff A City staff person is assigned to support the Board. The primary role of staff is to represent the City and facilitate communication between the Board, City Administration, the City Council and other City departments. Staff responsibilities include: • Ensuring compliance with applicable laws, such as the Open Public Meetings Act (OPMA) and the Public Records Act (PRA); • Providing professional guidance, issue analysis and recommendations; • Assisting with correspondence; and • Compiling agendas, maintaining minutes, forwarding recommendations and/or implementing actions. Article IV Elections The Board shall elect a Vice Chair each year. The Vice Chair from the previous year automatically promotes to the Chair. Generally officers shall be elected and take office annually at the first regular public meeting of the Board in January. The election will take place as the first item of new business and the elected officers will assume their duties at the close of elections. The election of the Vice Chair will be conducted by the Chair. No one Board member shall nominate more than one person for an office. Nominations do not require a second. The Chair will repeat each nomination, ask for further nominations, and when there are none the Chair will declare the nominations closed. A motion to close nominations is not necessary. After nominations have been closed, voting for the Vice Chair takes place in the order nominations were made. Board members will be asked to vote by a raise of hands. As soon as one of the nominees receives a majority vote of the seated members the Chair will declare that Board member elected as the Vice Chair. No votes will be taken on any remaining nominees. A tie vote results in a failed nomination. If none of the nominees receive a majority vote the Chair will call for nominations again and repeat the process until a single candidate receives a majority vote. Should the Chair be vacated prior to the completion of the Term, the Vice -Chair will assume the duties and responsibilities of the Chair for the remainder of the Term. The Chair will then conduct elections for a new Vice -Chair. Should the Vice -Chair be vacated prior to the completion of the Term, the Chair will conduct elections for a new Vice -Chair to serve out the remainder of the Term. Time spent fulfilling a vacated Term shall not count towards the two consecutive Term limit for Chair and Vice -Chair. Article V Meetings All Board meetings shall comply with the requirements of the Open Public Meetings Act RCW 42.30. All meetings shall be noticed and open to the public. A. Schedule The Board shall hold regular meetings according to the following schedule: The first Tuesday of every other month at Tukwila Community Center or the Foster Library. The meetings shall begin at 5:30 p.m. unless modified. Should a regular meeting day be a legal holiday, the scheduled meeting shall be postponed to the succeeding Tuesday, unless a majority of the Board votes to select another day or to cancel the meeting. Any Board meeting may be canceled by a majority vote or consensus of the Board. The Chair or Vice -Chair may cancel a meeting for lack of agenda items or lack of a quorum. B. Special Meetings Special meetings may be held by the Board subject to notice requirements prescribed by State law. Special meetings may be called by the Chair, the City Council, or the Mayor, or by the written request of any three (3) Board members by written notice emailed or delivered to each member of the Board at least 24 hours before the time specified for the proposed meeting. Special meetings called shall state the subject(s) to be considered and no subject other than those specified in the notice shall be considered. No special meetings shall be scheduled between November 15' and the end of the year. The agenda for a special meeting need not conform to the Order of Business in Section C of this Article. C. Order of Business The order of business for each regular meeting of the Board shall be as follows: 1. Call to Order 2. Roll Call 3. Approval of Agenda 4. Approval of Minutes 5. Unfinished Business 6. New Business 7. Reports of Board Members/Announcements 8. Agenda for Next Meeting 9. Adjournment D. Notices The public shall be notified of the preliminary agenda for the forthcoming Board meeting by posting a copy of the agenda in the City's Digital Records Center. Article VI Rules of Meetings A. Absences Absence from more than three (3) consecutive Board meetings may be cause for removal. Members shall communicate with the Chair, the Vice -Chair or the City Admin staff person with requests for an excused absence in the event they will miss three (3) or more consecutive meetings. Emergency requests may be considered. The Chair may approve the absence. B. Quorum At all Board meetings, the presence of the majority of the currently seated members constitutes a quorum. A quorum is required for the Board to take any action. C. Rules of Procedure The current edition of Robert's Rules of Order Newly Revised shall provide the basis for meeting structure and official decisions shall be made by motion and vote of the Board. D. Meeting Decorum To provide a fair and efficient forum for the conduct of business at Board meetings the following rules of decorum shall be observed: 1. No person shall address the Board without first obtaining recognition from the chair. 2. The Board may allow comments from members of the public attending Board meetings by permission of the Chair or majority vote of the Board members present. 3. If there are a large number of people who wish to speak at a meeting the Chair may limit each speaker to 5 minutes of speaking time. If a speaker is representing an organization, the Chair may grant that speaker an additional 5 minutes of speaking time. 4. Once a member of the public has spoken in regard to a specific matter before the Board, he/she shall not be recognized to speak again until all persons wishing to speak have first been given the opportunity to do so. 5. To aid in the creation of accurate meeting minutes all speakers should provide their first and last name each time they address the Board. 6. Board meetings will generally begin at 5:30 p.m. or as indicated on the public notice. Meetings will continue until the agenda items have been completed or until 7:00 p.m. whichever comes first. Continuation of a meeting beyond 7:00 p.m. requires approval of a motion to extend by a majority vote. If no motion is approved the Chair will continue the meeting to a specific date. E. Voting In instances where a vote is called for or required, the present majority is sufficient to act (providing a quorum is present). Each member shall have one vote and no proxies shall be allowed. Present members may abstain. The Chair may vote on any issue and shall vote in the event of a tie. No action is taken if the Chair votes and the tie continues. A majority vote shall carry and minority opinions shall be formally registered in the minutes and report to the City Council. F. Adjournment/Recess/Continuations Meetings shall be adjourned by a majority vote of the Board or by the chair when it appears that there is no further business. The Board may, by majority vote or consensus, recess for a short break. The proposal to recess may set a time limit or can be until the Chair calls the meeting back to order. Continuations of meetings shall be to a definite time and place by the majority vote of present Board members. Article VII Code of Ethics Members of the Board shall fully comply with RCW 42.23 Code of Ethics for Municipal Officers and with TMC 2.95 Code of Ethics for Employees and Appointed Officials. Article VIII Amendments These Bylaws may be amended or repealed and new Bylaws may be adopted at any regular meeting or special meeting by a majority of the vote of the membership. A copy of the proposed Bylaws or amendments thereto, shall be furnished to each member at least three (3) days prior to the date of the meeting. All amendments to the Bylaws shall be submitted to the Mayor and City Council for their information.