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2011-R-21 RESOLUTION NO. 2011-R-21 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF EDGEWATER, FLORIDA; APPROVING A REVISION TO ARTICLE V (MEETINGS/HEARINGS) TO THE LIBRARY BOARD BY -LAWS; REPEALING RESOLUTIONS IN CONFLICT HEREWITH AND ESTABLISHING AN EFFECTIVE DATE. WHEREAS, the City of Edgewater has made the following determinations: 1. During the October 4, 2011 Library Board meeting, the Board voted to recommend a revision to their existing by -laws relating to Article V (Meetings /Hearings). 2. The revised by -laws are attached hereto and incorporated herein as Exhibit "A ". NOW, THEREFORE, be it resolved by the City Council of Edgewater, Florida: Section 1. The City of Edgewater hereby approves the revised Library Board By -Laws which are attached hereto and incorporated herein as Exhibit "A ". Section 2. All resolutions or parts of resolutions in conflict herewith be and the same are hereby repealed. Section 3. This resolution shall take effect upon adoption. After a motion by Councilman Ignasiak with Second by Councilman Kennedy to amend the regular meetings as scheduled by the Library Board to be held at the discretion of the Chairperson at least once in twelve (12) months, the vote on this resolution held on November 7, 2011 was as follows: AYE NAY Mayor Mike Thomas ABSENT Councilman Justin A. Kennedy X Councilwoman Gigi Bennington X Councilman Mike Ignasiak X Councilman Ted Cooper X 2011 -R -21 1 O C PASSED AND DULY ADOPTED this 7� day of November, 2011. ATTEST: 0. Lisd Bloomer Deputy City Clerk For the use and reliance only by the City of Edgewater Florida Approved as to form and legality by: Aaron K Wolfe, Esquire City Attorney Doran, Sims,Wolfe & Kundid CITY COUNCIL OF THE CITY OF EDGEWATER, FLORIDA By; c Gi ' ennm ou ice -Mayor v� Robin L. Matusick Paralegal Approved by the City Council of the City of Edgewater at a meeting held on this 7" day of November, 2011 under Agenda Item No 8 c 2011-R-21 CITY OF EDGEWATER LIBRARY BOARD BY -LAWS ARTICLE I: Official Name The official name of this Board shall be the Library Board of the Edgewater Public Library, Florida, herein referred to as the Library Board. ARTICLE II: Purpose and Intent The purpose and intent of these By -Laws is to set forth a uniform set of procedures whereby the City of Edgewater Library Board may regulate this manner in which it elects officers, conducts meetings, and otherwise carries out its functions. The By -Laws will serve as a guideline in handling all affairs pertaining to the Edgewater Library Board and to promote the interest of good library services in cooperation with the County of Volusia. ARTICLE III: Membership A. Voting Members and Appointments 1. The Library Board shall have seven (7) voting members. Each member shall be appointed by City Council for a term of three (3) years and shall be subject to removal as set forth by Council. The terms of appointment shall be staggered. 2. A quorum shall consist of four (4) members. All recommendations and actions shall require affirmative vote of a majority of the members present. 1. Prior to appointment, prospective members shall submit a City application, stating therein a brief synopsis of their education, experience and reason for their interest in serving on the Library Board. 2. To be eligible for appointment, a prospective member shall be a resident of the City of Edgewater. 3. No member of the Library Board shall receive compensation for their service, provided however that members may be reimbursed for out -of- pocket expenses as approved by the City. 4. The Library Board shall provide a written recommendation to City Council for the appointment of a vacant seat or re- appointment of a Board member; all current applications shall accompany the request. B. Vacancies 1. During the term of appointment, should a member of the Library Board change residence to the extent he or she would not be eligible for appointment to the Library Board, the member shall forfeit the office and it shall be deemed vacant. 2. If a member is absent for three (3) meetings during any calendar year, said member shall forfeit the office and it shall be deemed vacant. 3. City Council may remove any member of the Library Board from office at any time. 4. Any vacancy during the unexpired term of office of any member shall be filled by City Council. The vacancy shall be filled as soon as practical after it occurs. C. Voting Conflicts 1. No member of the Library Board shall vote upon any matter, which would inure to his or her special private gain or loss, or any principle by whom he or she is retained, or by any relative or business associate. 2. No member of the Library Board shall appear for or represent any person in any matter before the Library Board other than him or herself. No past member shall appear before the Library Board except when representing him or herself or a period of twelve (12) calendar months after his or her service has ended. ARTICLE IV: Election of Officers A. Chairman 1. The Chairman shall serve as the presiding officer at all meetings and hearings of the Library Board and appoint any committees from the Library Board membership that are deemed necessary. 2. The Chairman shall be elected by a majority of the voting membership at the second Board meeting each year for a one (1) year term. The Chairman shall be eligible for re- election. B. Vice Chairman 1. The Vice Chairman shall be elected by the Library Board from among its regular members in the same manner as the Chairman and shall be eligible for re- election. 2. The Vice Chairman shall serve as acting Chairman in the absence of the Chairman and at such times shall have the same powers and duties of the Chairman. 3. In the event of death, resignation, or removal from office of the Chairman, the Vice Chairman shall perform the various duties until such time the Library Board shall elect a new Chairman and Vice Chairman. C. Other Presiding Officers Members of the Library Board may select as an additional member to preside over the meeting(s) in the absence of the Chairman and Vice Chairman. D. Recording Secretary The recording secretary shall be elected by the Library Board from among its regular members in the same manner as the Chairman and Vice Chairman. E. Board Coordinator 1. The board coordinator shall be provided by the City and be a City employee. 2. The board coordinator shall prepare and distribute agendas, correspondence and minutes and shall establish and maintain files to ensure they are properly kept. All recorded meeting tapes shall be provided to the City Clerk for safekeeping. A copy of the minutes of all meetings shall be sent to the City Council, the Director of the Volusia County Public Libraries and to the Edgewater Library. 3. Any correspondence prepared by a member of the Library Board shall be provided to the board coordinator for distribution to the Library Board members. F. Professional Support The City shall provide professional support to the Library Board as may be necessary. ARTICLE V: Meetings/Hearings A. Regular Meetings Regularly scheduled meetings of the Library Board shall be held the first Tuesday of the month : - ... -- - • _ . - ., at the discretion of the Chairperson at least once in twelve (12) months. B. Special Meetings Special meetings or hearings of the Library Board may be called by the Chairman. C. Requirements All meetings shall be open to the public, provide due public notice, follow Roberts Rules of Order and the Florida Sunshine Laws. ARTICLE VI: Powers and Duties A. The Library Board shall exercise the following powers and duties: 1. Encourage gifts for the library. 2. Work actively for the improvement of all libraries by supporting library legislation in the state and nation. 3. Attend Board meetings regularly. Representatives of the Board should attend Friends of the Library meetings. 4. Become familiar with what constitutes good library service by reading and attending meetings concerned with library development. 5. Support the provision of the library concept between the City and County of Volusia. ARTICLE VII: Amendments The By -Laws may be amended at a regular or special meeting of the Library Board, provided that an affirmative vote of the majority of the members present is obtained and approved by City Council. Adopted by the Board this 4th day of October , 2011. Marilyn Fausti, Chairperson Attest: Lisa Bloomer, Board Coordinator