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14-35 - Rn TOWN OF PROSPER, TEXAS RESOLUTION NO. 14-35 A RESOLUTION BY THE TOWN COUNCIL OF THE TOWN OF PROSPER, TEXAS, APPROVING THE BYLAWS FOR THE PROSPER LIBRARY BOARD; MAKING FINDINGS; REPEALING RESOLUTION NO. 12-47; AND PROVIDING AN EFFECTIVE DATE. WHEREAS, the Town Council has created an advisory board known as the Prosper Library Board to advise the Town Council on a wide array of issues related to the Prosper Library and its vision, operations and functions; and WHEREAS, it is deemed prudent and necessary by the Town Council that the Library Board adopt bylaws to clarify any questions that may arise about the Library Board's composition, operations, officers, procedures and meetings, among other issues; and WHEREAS, the Bylaws of the Prosper Library Board are attached hereto as Exhibit A and are hereby incorporated by reference. NOW, THEREFORE, BE IT RESOLVED BY THE TOWN COUNCIL OF THE TOWN OF PROSPER, TEXAS, THAT: SECTION 1 The foregoing recitals are hereby found to be true and correct legislative findings of the Town Council of the Town of Prosper, Texas, and are fully incorporated into the body of this Resolution. SECTION 2 The Town Council of the Town of Prosper, Texas, hereby repeals Resolution No. 12-47, adopted by the Town Council on July 10, 2012, and approves and adopts the Prosper Library Board Bylaws, attached hereto as Exhibit A. SECTION 3 This Resolution shall take effect from and after the date of its passage. DULY PASSED, APPROVED, AND ADOPTED BY THE TOWN COUNCIL OF THE TOWN OF PROSPER, TEXAS, ON THIS 10TH DAY OF JUNE, 2014. b Ray Smit , Mayor ATTEST: / ,, 1 APPROVED AS TO FORM AND LEGALITY: Terrence S. Welch, Town Attorney Resolution No. 14-35, Page 2 LIBRARY BOARD Bylaws Division 1. Library Board Sec.1.01 Establishment There is hereby created and established within the Town a Library Board which shall be subject to the jurisdiction of the Town Council and shall constitute an advisory board to the Town Council. Sec. 1.02 Number of members The Library Board shall be composed of seven (7) members appointed by the Town Council. Each member of the Library Board shall meet the eligibility requirements established by the Town Charter and the Board and Commission Appointment Policies and Procedures. The Library Director serves as staff liaison. The members shall serve at the pleasure of the Town Council and may be removed at the discretion of the Town Council. Sec. 1.03 Term of office The term of office of each Library Board member shall be two (2) years. Places 2, 4, and 6 shall be appointed in even -numbered years, and Places 1, 3, 5, and 7 shall be appointed in odd -numbered years. Sec.1.04 Officers The Library Board shall have a Chair, a Vice -Chair, and a Secretary, whose terms shall be one (1) year but not more than two (2) consecutive terms in one (1) office. No member shall serve for a total period of more than two (2) consecutive years as Chair or Vice -Chair. The Chair and Vice -Chair shall be nominated by a majority vote of the Library Board. The Chair and Vice -chair shall be elected each year at the first regular meeting after Library Board members are appointed and have taken their oath of office. 1 1 Vacancies in office shall be handled as follows: a. In the event of resignation or incapacity of the Chair; the Vice -Chair shall become the Chair for the unexpired portion of the term. b. Vacancy of the Vice -Chair shall be filled for the unexpired term by special election. Duties of the officers shall be as follows: a. Chair: i. Preside at all meetings. ii. Represent the Library Board at public functions of the Town of Prosper and at events such as special Library events, local, state, or national advocacy activities for the Library or for local, state, or national association activities. iii. Appoint standing, special, or ad hoc committees. iv. Assist Library Director in establishing the agenda for each meeting. Agenda items requested by any Library Board member will be included. V. Liaison with the governing authority regarding library issues. b. Vice -chair: i. Assist the Chair in directing the affairs of the Library Board and act in the Chair's absence. ii. Serve as Chair of ad hoc or special committees or projects such as Chair of an advocacy initiative. c. Secretary: i. Be responsible for the accuracy of the minutes of the Library Board meeting and bring any corrections to the attention of the Library Board at its next meeting. The Secretary shall sign the approved minutes. ii. The Secretary shall submit a written report of all proceedings of the Library Board to the Town Council no more than three (3) weeks following each meeting. iii. The Secretary shall submit the Library Board agenda to the Town Secretary so that it can be publicly posted seventy-two (72) hours prior to the scheduled starting time of the Library Board meeting. iv. In the Secretary's absence, the Chair shall designate another member to act as Secretary. 2 Sec.1.05 Meetings The regular meeting of the Library Board shall be held monthly at a time designated by the Library Board in the Library or such other place the Library Board may determine and at such other times as the Library Board, Town Council, and/or the Library Director deem necessary and appropriate. All meetings shall be held in a public place with public notice as prescribed by law. A simple majority of the members shall constitute a quorum at all meetings of the Library Board. If a quorum is not present, the meeting shall be cancelled. All questions presented for a vote of the Library Board shall be decided by a simple majority of the quorum, including the vote of the Chair. Robert's Rules of Order, Newly Revised, shall govern the parliamentary procedure of the Library Board in all cases to which they are applicable. Sec. 1.06 Removal from office/absences The members shall serve at the pleasure of the Town Council and may be removed at the discretion of the Town Council. Library Board members are expected to maintain regular attendance at meetings in accordance with the attendance policy established by the Town Charter and the Board and Commission Appointment Policies and Procedures. Sec. 1.07 Powers and authority Library Board members provide opinion, support, and expertise as needed, but do not have governing authority. Library Board members shall: a. Provide advice and counsel to the Library Director, Executive Director of Development and Community Services, the Town Manager, and the Town Council, as requested, in matters relating to the services rendered by the Library. b. Study the need for, and encourage the development of, adequate Library facilities. c. Recommend general policies of Library service for approval by the Town Council. d. Recommend to the Town Council suggested programs for the development of Library facilities and necessary financial support for those facilities. 3 e. Receive, in the name of and for the Town, donations, gifts, and bequests whether of land, money, securities, books, and manuscripts, collections of historical nature or materials, or local historical relics to be devoted to Library uses or purposes. f. Make any recommendations to the Town Council regarding Library matters that it deems advisable. g. Assist in strategic planning. h. The Library Board shall develop for Town Council review the rules and regulations as may be prescribed by the Town Council for the conduct of its business. i. Encourage in every possible way the development and advancement of the public library at local, regional, state, and national levels. j. Participate in advocacy initiatives including, but not limited to, local issues, including funding issues and requests, state advocacy activities, and federal advocacy initiatives. Sec.1.08 Amendments These bylaws may be amended by a majority vote of the Library Board members at any regular meeting, provided all members have been notified of the proposed amendment. Such amendment would then be subject to approval by the Town Council. 2