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HomeMy WebLinkAboutPO 6833: INCREASE LIBRARY BOARD MEMBERS TERMS FORM 2 TO 3 YEARS AND STAGGER EXPIRATION TERMS a City of ' A41.} c cert rlhu._ T e ra Port Arthur Public Library www.PortArthurTx.gov Date: 2/20/2020 To: The Honorable Mayor and City Council Through: Ron Burton, City Manager From: Steven Williams, Library Director RE: PO No. 6833 —Increase Library Board Members Terms from 2 to 3 Years and Stagger Expiration Terms Introduction: The intent of this agenda item is to seek the City Council's approval to increase Library Board members terms from two-year terms to three-year terms with staggered expiration dates. Background: The Library Board has recommended to amend Section 14-553 (Terms; Vacancies) of Article XVII(Library Board) of Chapter 14(Boards, Authorities,Commission and Committees) of the Code of Ordinances of the City of Port Arthur to increase terms from two-years to three-years with staggered expiration dates. Initially, a limited purpose term applied to Positions 1, 3, 5 and 7, of the Library Board and Position 1 of the Friends of the Port Arthur Public Library to expire on March 1, 2021 and then begin three-year terms thereafter; and Position 2, 4, and 6 of the Library Board and Position 2 of the Friends of the Public Library begin the three-year terms and expire on March 1, 2023. Budget Impact: None Recommendation: It is recommended that City Council approve to amend Section 14-553 (Terms; Vacancies) of Article XVII (Library Board)of Chapter 14 (Boards,Authorities, Commission and Committees) of the Code of Ordinances of the City of Port Arthur to increase terms from two- years to three-years with staggered expiration dates. "Remember,we are here to serve the Citizens of Port Arthur" 4615 9th Avenue X Port Arthur,Texas 77642 X 409.985.8838 P.O.No. 6833 02/20/2020 sw ORDINANCE NO. AN ORDINANCE AMENDING SECTION 14-553 (TERMS; VACANCIES) OF ARTICLE XVII (LIBRARY BOARD) OF CHAPTER 14 (BOARDS, AUTHORITIES, COMMISSION AND COMMITTEES) OF THE CODE OF ORDINANCES OF THE CITY OF PORT ARTHUR TO INCREASE TERMS FROM TWO YEAR TO THREE YEAR TERMS WITH STAGGERED EXPIRATION TERMS. WHEREAS, the Library Board recommended board members increase terms from two- year to three-year terms with staggered expiration dates; now therefore, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF PORT ARTHUR: Section 1. That the facts and opinions in the preamble are true and correct. Section 2: That the City Council hereby confirms and approves increasing board member terms to three years and staggering said terms as follows: Initially, a limited purpose term applied to Positions 1, 3, 5 and 7, of the Library Board and Position 1 of the Friends of the Port Arthur Public Library to expire on March 1,2021 and then begin three-year terms thereafter; and Position 2,4,and 6 of the Library Board and Position 2 of the Friends of the Public Library begin the three- year terms and expire on March 1, 2023. Section 3: That section 14-553 (Terms; vacancies) of Article XVII (Library Board) of Chapter 14 (Boards, Authorities, Commission and Committees) of the Code of Ordinances of the City of Port Arthur is hereby amended as shown in the attached Exhibit"A". Section 4: That this Ordinance shall become effective immediately upon passage. Section 5: That a copy of this caption of this Ordinance shall be spread upon the Minutes of the City Council. READ, ADOPTED, AND APPROVED this day of , AD, 2020, at a Meeting of the City Council of the City of Port Arthur, Texas, by the following vote: AYES: Mayor: Councilmembers: NOES: Thurman Bill Bartie,Mayor ATTEST: Sherri Bellard, City Secretary APPROVED AS TO FORM: Val Tizeno, Ci Atto►�► APPROVED FOR ADMINISTRATION: Ronald Burton,City Manager St Williams, Director of Library Exhibit "A" Article XVII Library Board Sec. 14-551. -Creation. Pursuant to article XVI, section 11 of the city Charter,there is created a Library Board. (Code 1961, § 2-9(a)(1)) Sec. 14-552. - Composition. The library board shall consist of: (1) Seven members to be nominated by the mayor with the advice and consent of the city council, each of whom shall be a resident of the city; and (2) Two members elected by the board of directors of the Friends of the Port Arthur Public Library (referred to in this article as "friends"). These positions will be confirmed by the city council. (Code 1961, § 2-9(a)(2)) Sec. 14-553. - Terms; vacancies. (a) The terms of the Library board shall be-twe three years, after the initial Board is appointed. Initially, there will be a limited purpose term applied to Positions 1, 3, 5 and 7, of the Library Board and Position 1 of the Friends of the Port Arthur Public Library to expire on March 1, 2021 and then begin three-year terms thereafter; and Position 2, 4, and 6 of the Library Board and Position 2 of the Friends of the Public Library begin the three-year terms and expire on March 1, 2023. The purpose is to provide for staggered terms of office, so that expired terms will take place in different years. (b) In the event of the death or resignation of any member of the Library Board prior to the expiration of such member's term of service, successors shall be chosen as follows: (1) Mayoral appointees. The mayor shall nominate, with advice and consent of the city council, a successor who shall serve out the unexpired term. (2) Friends of the library representatives. The board of directors of the friends shall nominate and elect a successor, to be confirmed by the city council, who shall serve out the unexpired term. (Code 1961, § 2-9(a)(3), (4)) Sec. 14-554. - Conflicts of interest. Members of the library board shall abstain from voting upon matters in which they have a conflict of interest as defined in V.T.C.A., Local Government Code § 171.001 et seq. (Code 1961, § 2-9(b)) Sec. 14-555. -Travel expenses of members. If it is found necessary,for the better performance of any of their duties, for any member, or a committee of members of the library board, to make any trips on behalf of the library,their actual traveling and living expenses may be paid, subject to availability of budgeted funds and the normal city travel expenditures approval process. Full and detailed vouchers of such expenses shall be filed and preserved. (Code 1961, § 2-9(c)) Sec. 14-556. -Officers and meetings. The Library Board shall organize by electing from their membership a chairman, a vice- chairman and a secretary, each of which officers shall hold office for one year, or until duly replaced. The Board may adopt such administrative procedures as are necessary or convenient to accomplish the purposes for which it was organized. Five members present shall constitute a quorum. The board shall meet once per quarter in January, April, July and October. Interim meetings may be called as necessary by the chairman,the library director, or as needed by the board. (Code 1961, § 2-9(d)) Sec. 14-557. -Unexcused absences of members. Whenever a member of the Board has three absences within a year,without leave of absence granted by the board for good cause, the secretary of the board shall notify the chairman of the board whose duty it shall be to certify the facts to the mayor and city council and to the president of the friends. Such members can thereafter be removed by a majority vote of the city council. (Code 1961, § 2-9(e)) Sec. 14-558. - Purposes. The Library Board shall recommend library objectives and policies, assist in planning for a continuing program of library services and development, coordinate support activities with the friends of the library, assist the library director in keeping city officials and the public informed about current library trends,recommend to the library director changes and improvements which will update library services, and act as co-trustees with the city manager over the disbursement of trust funds. (Code 1961, § 2-9(f)) Sec. 14-559. -Trust fund. The trust fund created by Ordinance No. 80-51 shall henceforth be in a specially designated trust account or an investment set up by the director of finance. All funds disbursed therefrom shall be for the advancement of the public library. All disbursements therefrom shall be approved by the City Manager if$5,000.00 or less, or the city council if over$5,000.00,taking in due consideration the advice of the library board,the friends of Port Arthur Public Library and the library director. The disbursements shall be consistent with the desires of the donors of funds as well as consistent with the desires of the library board. Records of all donations and all disbursements shall be maintained by the director of finance,who shall make the necessary financial reports in accordance with generally accepted accounting practices.