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HomeMy WebLinkAboutAgenda Item - 2001-09-18 - Number 8.1.1 - CITY OF LAKE OSWEGO $• 1 09/18/O1 AGENDA REPORT SUMMARY MEETING DATE: September 18, 2001 SUBJECT: Joint Library Charge Statement RECOMMENDED MOTION: EST. FISCAL ATTACHMENTS: NOTICED (Date): IMPACT: • 12 September, 2001 Schmitz memorandum with attachment STAFF COST: $ Ordinance no.: BUDGETED: Y N Resolution no.: FUNDING SOURCE: Previous Council consideration: CITY NAGER /z 8i signoff/date `,�OE LAKE Osip,. CITY MANAGER'S OFFICE MEMORANDUM OREGO$ TO: Judie Hammerstad, Mayor Members of the City Council FROM: Doug Schmitz, City Manager SUBJECT: Joint Library Charge Statement\ DATE: 12 September, 2001 BACKGROUND Both the City Council and School Board have indicated interest in the appointment of a citizen task force to study the feasibility of a shared District/City public library facility to be located at Lake Oswego High School. The Committee would be comprised of 25 members: 12 to be appointed by each of the legislative bodies and the 25th member, the chair, to be jointly appointed by the Board and Council. Attached is a proposed charge statement outlining the responsibilities of the Task Force. A copy has been provided to the Lake Oswego School District and is to be considered by the Board the week of 17 September. A copy has also been provided to the Library Advisory Board and is to be the subject of discussion at its meeting on 12 September. The comments from each of these groups will be forwarded to the Council under separate cover. DJS:jm Attachments Library Task Force Charge Statement Draft Page 1 5 September 2001 Library Task Force Charge Statement Introduction The Lake Oswego School Board and the Lake Oswego City Council have concurred on a proposal for a task force to study the feasibility of a joint District/ City public library facility at Lake Oswego High School. Factors for Decision: Based upon the following factors, the task force will recommend whether a joint District/City library facility at Lake Oswego High School is feasible: • To recommend a governance structure • To recommend a managerial system for operation of a joint library facility • To develop a preliminary budget • To develop a proposal for the ongoing evaluation of a joint library Responsibilities The task force will work with District and City staff to address and develop the above goals. The task force shall reach a general consensus on the various proposals and shall forward its report to the School Board and City Council. The task force shall consist of 25 members. The Lake Oswego School District Board of Directors shall appoint 12 members who are not officers or employees of the District. The City Council shall appoint 12 members who are citizens of Lake Oswego and who are not employees of the City. In addition to the aforementioned members, the School Board and City Council shall jointly approve the selection of a chair. Applications for the task force will be prepared and distributed by each entity for the selection of its 12 appointees to the task force. Each body shall determine selection of nominations from applications received independently. Resources The task force will have access to materials and resources developed by other library facilities, and reports and recommendations through a broad-based literature review. Also available will be the report by the Lake Oswego Library Advisory Board, dated June 4, 2001 and other materials submitted by groups and citizens. Officers Library Task Force Charge Statement Draft Page 2 5 September 2001 The chair will be selected jointly the School Board and the City Council. The vice chair shall be selected by general consensus of the task force's membership. In the absence of the chair,the vice chair shall lead the meetings. In the absence of the chair and vice chair, an acting chair shall be selected by the members in attendance to assume responsibility for that meeting. Quorum and Decision-Making A majority (13) of the members to the task force shall constitute a quorum for the conduct of business. The task force may meet without a quorum,but no action may be taken. Decisions may be made by general expression of consensus, except for approval of the final report for forwarding to the School Board and City Council. In cases where there is no indication of consensus, the chair may call for a vote. The chair shall be eligible to express preferences in the consensus process and also to vote on all matters coming before the task force. Record Keeping Minutes shall be taken at all meetings. The City Manager shall appoint a City employee to serve as secretary to the task force. Draft minutes shall be distributed to the task force for consideration and approval at the next meeting. Meeting Dates, Times and Subcommittees The date, time and frequency of task force meetings shall be determined by the membership. The chair of the task force shall appoint subcommittees when he/she deems it appropriate. Public Participation On each agenda of the task force, time shall be allocated for public comment. The chair, in addition to this noted public time, may allow further comment by non-task force members at the chair's discretion during the course of a meeting. Staff The Superintendent of Schools and City Manager or their designees shall be primary staff to the task force. Other staff members from both agencies may be called upon or utilized from time to time for specific assignments to work for the task force on specific assignments. Term of the Task Force Library Task Force Charge Statement Draft Page 3 5 September 2001 The term of the task force shall expire upon completion of its charge. However, this shall be no later than 30 June 2002 unless specifically extended by vote of the School Board and City Council.