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Item 4CCITY OF SOUTHLAKE MEMORANDUM February 13, 2024 To: Alison Ortowski, City Manager From: Amy Shelley, City Secretary Item 4C Subject: Resolution No. 24-006, amending the bylaws of the Library Board. Action Requested: Approve Resolution No. 24-006, amending the bylaws of the Library Board. Background Information: On December 19, 2023, the City Council adopted Ordinance No. 1228B to standardize procedures and appointments and codify provisions in the Code of Ordinances pertaining to all boards, commissions, and committees. Ordinance Section 2-158. Meetings and bylaws require "any bylaw amendments shall be effective only after being approved by resolution of the City Council." The Library Board approved the bylaw amendments during their January 24, 2024, meeting and this item pertains to the subsequent approval by the City Council. Financial Considerations: Non -applicable Strategic Link: CSOC1: Provide excellent service by assisting in navigating governmental processes. Citizen Input/ Board Review: Non -applicable Legal Review: Non -applicable Alternatives: None Supporting Documents: Excerpt from Ord. No. 1228B, Meetings and Bylaws Library Board Bylaws — redline version Resolution No. 24-006 Exhibit "A" - Library Board Bylaws, as approved by the Board on Jan. 24, 2024 Staff Recommendation: Approve Resolution No. 24-006, amending the bylaws of the Library Board. Library Board Bylaws - Redline Version BYLAWS OF THE CITY OF SOUTHLAKE LIBRARY BOARD ARTICLE I PURPOSE AND POWERS Section 1.1 Purpose. The City of Southlake Council established the Library Board to act as an advisory board to the City Council relating to all nature of the library facility planning and programming, as set forth in Seetie„ Four- of Or -di , ce '� Section Four of Ordinance No. 1228B, passed and approved on the second reading of the second reading of the Nthe€ Oeteber-9 5th day of December 2023. Section 1.2 Powers. In fulfillment of this purpose, the Southlake Library Board shall be governed by Or -di ee "�6 Ordinance No. 1228B and the Charter of the City of Southlake, Texas, and shall have all the powers set forth in the ordinance, and other applicable law. ARTICLE II BOARD MEMBERS Section 2.1 Powers, Number and Term of Office. (a) The affairs of the Library Board shall be managed by the Board. (b) The Board shall consist of seven (7) citizens of the City of Southlake Texas, including seven (7) adults who shall be appointed by the City Council. Each Board member shall occupy a place designated by the resolution. Places on the Board shall be numbered one (1) through seven (7). (c) Members shall be appointed for one (1) two-year term. Members shall serve until their successors are appointed, without compensation. (d) The City Council, if it deems it desirable, may appoint ex-officio members to the Board. Such ex-officio members shall be appointed on an annual basis and the term of office of such ex-officio members shall be one year from the date of appointment. Such ex- officio members shall have no voting authority. Section 2.2 Meetings of the Board. The Board shall meet regularly, at such place or places in the City as the Board may from time to time determine. Members not planning to attend a regular meeting or special meeting shall notify the City Seeretary Board Liaison or the Chair of the Board by noon of the meeting day. Any member with unexeused absences from tree—(3) two (2) consecutive regular meetings or not exhibiting interest in the work of the Board shall be reported to the City Council, which may, at its discretion, remove the Board member and appoint a replacement. Library Board Bylaws - Redline Version All meetings and deliberations of the Board shall be called, convened, held and conducted and notice shall be given to the public, in accordance with the Texas Open Meetings Act, Chapter 551, Government Code. Section 2.3 Special Meetings. Special meetings of the Board may be called at the request of the Chair or any Board member. The person or persons authorized to call special meetings of the Board may fix any place for holding special meetings for the Board. Section 2.4 Ouorum. A majority of the entire Board, other than the ex-officio members, shall constitute a quorum to conduct official business of the Board. The act of a majority of the Board members present at a meeting at which a quorum is in attendance, shall constitute the act of the Board, unless the act of a greater number is required by law. Section 2.5 Conduct of Business. (a) At the meeting of the Board, matters pertaining to the business of the Board shall be considered in accordance with rules of procedure as from time to time prescribed by the Board. (b) At all meetings of the Board, the Chair shall preside. In the absence of the Chair, the Vice Chair shall preside. (c) The Chair shall be a voting member of the Board. (d) Minutes of each Board meeting shall be filed with the City Secretary. The minutes shall be public records and indicate, at a minimum, the members present, the subject matters considered, and the result of any vote taken. The minutes shall also indicate how each member voted on each matter. Section 2.6 Vacancies. Any vacancy occurring in the Board shall be filled by appointment by the City Council for the length of the unexpired term. Section 2.7 Committees of the Board. The Board may designate two (2) more directors to constitute an official committee of the Board, to exercise such authority, as approved by resolution of the Board. It is provided, however, that all final, official actions of the Board may be exercised only by the Board. Each committee so designated shall keep regular minutes of the transactions of its meetings and shall cause such minutes to be filed with the City Secretary. Section 2.8 Compensation of Board Members. Board members shall not receive any salary or compensation for their services as Board members. However, they may be reimbursed for their actual expenses incurred in the performance of their official duties as Board members. Library Board Bylaws - Redline Version ARTICLE III OFFICERS Section 3.1 Officers and Terms of Office. (a) The officers of the Board shall be a Chair and Vice Chair. The officers shall serve one (1) year terms and until their successors are elected. (b) Offieer-s shall be seleeted in the first r-egtilar- session following annual r-egttlar- appointm of the board-. Members shall not serve on the Library Board for more than three (3) consecutive two (2) year terms, unless the member has served as the Chair of the Board, as described below. (c) City Council will appoint the Chair of the Board annually. A member of the Board who serves any term as the Chair may be appointed to serve a fourth consecutive two (2) year term on the Library Board. (d) The Board shall elect a Vice -Chair by majority votes at the first available meeting following the appointment of the Chair by the City Council. (e) All officers shall be subject to removal from office at any time by a vote of a majority of the City Council. (f) A vacancy in the office of any elected officer shall be filled by a vote of a majority of the Board members. Section 3.2 Powers of the Chair. The Chair shall, in general, preside at all of meetings of the Board and perform all duties incident to the office of the Chair and such other duties as may be prescribed by the Board and the City Council. Section 3.3 Vice -Chair. In the absence of the Chair or in the event of his/her inability or refusal to act, the Vice Chair shall perform the duties of the Chair, and when so acting shall have all the powers of and be subject to all the restrictions upon the Chair. The Vice Chair shall perform such other duties as from time to time may be assigned to him/her by the Chair or the Board. Section 3.4 Compensation. Officers who are members of the Board shall not receive any salary or compensation for the services, except that they may be reimbursed for the actual expenses incurred in the performance of their duties as officers. ARTICLE IV BOARD DUTIES AND RESPONSIBILITIES (a) Act in an advisory capacity to the City Council in all matters pertaining to the library facility planning and programming, including the development of long range capital improvements programs. Library Board Bylaws - Redline Version (b) Cooperate with other City boards and commissions, other government agencies, civic groups, and all citizens of the City in advancement of sound library planning and programming. (c) Recommend policies for library services. (d) Recommend the adoption of standards for public library facilities and their financial support. (e) Receive requests for public funding for educational purpose of any public or private person, persons, or associations or business entities, and to forward such request with recommendation to City Council. (f) Review the annual operating budget and capital improvement requests relating to library programs prior to submission by the City Manager to the City Council, and submit a recommendation on the budget. ARTICLE V FISCAL YEAR Section 5.1 Fiscal Year. The fiscal year of the City of Southlake shall begin on the first day of October and end on the last day in September in each year. ARTICLE VI AMENDMENTS TO THE BYLAWS Section 6.1 Amendments to Bylaws. These bylaws may be altered, amended or repealed and new bylaws may be adopted by a majority of the Board members present at any regular meeting, or any special meeting, if at least three (3) days written notice is given of an intention to alter, amend or repeal these bylaws or to adopt new bylaws or to adopt new bylaws at such meeting. APPROVED AND ADOPTED ON THE 24t" DAY OF JANUARY, 2024. William Doby CHAIR Cynthia Pfledderer Library Board Liaison, City Librarian Original I February 10, 1999 Approved By: Library Board I't Amendment Date: I January 24, 2024 Approved By: Library Board RESOLUTION NO. 24-006 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SOUTHLAKE, TEXAS, AMENDING THE BYLAWS OF THE LIBRARY BOARD, PROVIDING AN EFFECTIVE DATE. Whereas, the City Council created the Library Board as set forth in Ordinance No. 716, dated October 20, 1998; and, Whereas, the Library Board advises the City Council on all matters related to establishing and operating the Southlake Public Library, including Library policies and procedures. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SOUTHLAKE, TEXAS, THAT: Section 1. All the findings in the preamble are found to be true and correct and the City Council does hereby incorporate said findings into the body of this resolution as if copied in its entirety. Section 2. The Library Board Bylaws set forth in Exhibit "A" are hereby adopted, and any amendments to such bylaws must be approved by the City Council. Section 3. This resolution is hereby effective upon passage and approval by the City Council. PASSED AND APPROVED THIS THE 20TH DAY OF FEBRUARY 2024. CITY OF SOUTHLAKE, TEXAS John Huffman ATTEST: Mayor Amy Shelley, TRMC City Secretary Exhibit A BYLAWS OF THE CITY OF SOUTHLAKE LIBRARY BOARD ARTICLE I PURPOSE AND POWERS Section 1.1 Purpose. The City of Southlake Council established the Library Board to act as an advisory board to the City Council relating to all nature of the library facility planning and programming, as set forth in Section Four of Ordinance No. 1228B, passed and approved on the second reading of the 5t' day of December 2023. Section 1.2 Powers. In fulfillment of this purpose, the Southlake Library Board shall be governed by Ordinance No. 1228B and the Charter of the City of Southlake, Texas, and shall have all the powers set forth in the ordinance, and other applicable law. ARTICLE II BOARD MEMBERS Section 2.1 Powers, Number and Term of Office. (a) The affairs of the Library Board shall be managed by the Board. (b) The Board shall consist of seven (7) citizens of the City of Southlake Texas, including seven (7) adults who shall be appointed by the City Council. Each Board member shall occupy a place designated by the resolution. Places on the Board shall be numbered one (1) through seven (7). (c) Members shall be appointed for one (1) two-year term. Members shall serve until their successors are appointed, without compensation. (d) The City Council, if it deems it desirable, may appoint ex-officio members to the Board. Such ex-officio members shall be appointed on an annual basis and the term of office of such ex-officio members shall be one year from the date of appointment. Such ex- officio members shall have no voting authority. Section 2.2 Meetings of the Board. The Board shall meet regularly, at such place or places in the City as the Board may from time to time determine. Members not planning to attend a regular meeting or special meeting shall notify the Board Liaison or the Chair of the Board by noon of the meeting day. Any member with absences from two (2) consecutive regular meetings or not exhibiting interest in the work of the Board shall be reported to the City Council, which may, at its discretion, remove the Board member and appoint a replacement. Exhibit A All meetings and deliberations of the Board shall be called, convened, held and conducted and notice shall be given to the public, in accordance with the Texas Open Meetings Act, Chapter 551, Government Code. Section 2.3 Special Meetings. Special meetings of the Board may be called at the request of the Chair or any Board member. The person or persons authorized to call special meetings of the Board may fix any place for holding special meetings for the Board. Section 2.4 Ouorum. A majority of the entire Board, other than the ex-officio members, shall constitute a quorum to conduct official business of the Board. The act of a majority of the Board members present at a meeting at which a quorum is in attendance, shall constitute the act of the Board, unless the act of a greater number is required by law. Section 2.5 Conduct of Business. (a) At the meeting of the Board, matters pertaining to the business of the Board shall be considered in accordance with rules of procedure as from time to time prescribed by the Board. (b) At all meetings of the Board, the Chair shall preside. In the absence of the Chair, the Vice Chair shall preside. (c) The Chair shall be a voting member of the Board. (d) Minutes of each Board meeting shall be filed with the City Secretary. The minutes shall be public records and indicate, at a minimum, the members present, the subject matters considered, and the result of any vote taken. The minutes shall also indicate how each member voted on each matter. Section 2.6 Vacancies. Any vacancy occurring in the Board shall be filled by appointment by the City Council for the length of the unexpired term. Section 2.7 Committees of the Board. The Board may designate two (2) more directors to constitute an official committee of the Board, to exercise such authority, as approved by resolution of the Board. It is provided, however, that all final, official actions of the Board may be exercised only by the Board. Each committee so designated shall keep regular minutes of the transactions of its meetings and shall cause such minutes to be file with the City Secretary. Section 2.8 Compensation of Board Members. Board members shall not receive any salary or compensation for their services as Board members. However, they may be reimbursed for their actual expenses incurred in the performance of their official duties as Board members. Exhibit A ARTICLE III OFFICERS Section 3.1 Officers and Terms of Office. (a) The officers of the Board shall be a Chair and Vice Chair. The officers shall serve two (2) year terms and until their successors are elected. (b) Members shall not serve on the Library Board for more than three (3) consecutive two (2) year terms, unless the member has served as the Chair of the Board, as described below. (c) City Council will appoint the Chair of the Board annually. A member of the Board who serves any term as the Chair may be appointed to serve a fourth consecutive two (2) year term on the Library Board. (d) The Board shall elect a Vice -Chair by majority votes at the first available meeting following the appointment of the Chair by the City Council. (e) All officers shall be subject to removal from office at any time by a vote of a majority of the City Council. (f) A vacancy in the office of any elected officer shall be filled by a vote of a majority of the Board members. Section 3.2 Powers of the Chair. The Chair shall, in general, preside at all of meetings of the Board and perform all duties incident to the office of the Chair and such other duties as may be prescribed by the Board and the City Council. Section 3.3 Vice -Chair. In the absence of the Chair or in the event of his/her inability or refusal to act, the Vice Chair shall perform the duties of the Chair, and when so acting shall have all the powers of and be subject to all the restrictions upon the Chair. The Vice Chair shall perform such other duties as from time to time may be assigned to him/her by the Chair or the Board. Section 3.4 Compensation. Officers who are members of the Board shall not receive any salary or compensation for the services, except that they may be reimbursed for the actual expenses incurred in the performance of their duties as officers. ARTICLE IV BOARD DUTIES AND RESPONSIBILITIES (a) Act in an advisory capacity to the City Council in all matters pertaining to the library facility planning and programming, including the development of long range capital improvements programs. (b) Cooperate with other City boards and commissions, other government agencies, civic groups, and all citizens of the City in advancement of sound library planning and programming. Exhibit A (c) Recommend policies for library services. (d) Recommend the adoption of standards for public library facilities and their financial support. (e) Receive requests for public funding for educational purpose of any public or private person, persons, or associations or business entities, and to forward such request with recommendation to City Council. (f) Review the annual operating budget and capital improvement requests relating to library programs prior to submission by the City Manager to the City Council, and submit a recommendation on the budget. ARTICLE V FISCAL YEAR Section 5.1 Fiscal Year. The fiscal year of the City of Southlake shall begin on the first day of October and end on the last day in September in each year. ARTICLE VI AMENDMENTS TO THE BYLAWS Section 6.1 Amendments to Bylaws. These bylaws may be altered, amended or repealed and new bylaws may be adopted by a majority of the Board members present at any regular meeting, or any special meeting, if at least three (3) days written notice is given of an intention to alter, amend or repeal these bylaws or to adopt new bylaws or to adopt new bylaws at such meeting. APPROVED AND ADOPTED ON THE 24t" DAY OF JANUARY, 2024. William Doby CHAIR Cynthia Pfledderer Library Board Liaison, City Librarian Original I February 10, 1999 Approved BY: Library Board I" Amendment Date: I January 24, 2024 Approved By: Library Board