HomeMy WebLinkAboutAG RPTS 2011 0727 LB SPC 414 pK C4t�
City O ooi ar
4094 TEO s3�y� Parks, Recreation, and Community Services Department
799 Moorpark Avenue, Moorpark, California 93021 (805)517-6200 fax(805) 532-2550
NOTICE AND CALL OF A SPECIAL MEETING
OF THE LIBRARY BOARD
TO THE MEMBERS OF THE LIBRARY BOARD:
NOTICE IS HEREBY GIVEN that a Special Meeting of the Library Board of the City of
Moorpark is hereby called to be held on Wednesday, July 27, 2011, commencing at 6:00 p.m.
Said meeting will convene in the Moorpark Community Center located at 799 Moorpark
Avenue, Moorpark, California.
Said Special Meeting shall be for the purpose of considering the following:
1. CALL TO ORDER AND OATH OF OFFICE:
Following the Call to Order, the City Clerk will administer the Oath of Office to the newly
• appointed Library Board.
2. PLEDGE OF ALLEGIANCE:
3. ROLL CALL:
4. SPECIAL AGENDA ITEMS: •
A. Drawing to Determine Library Board Appointee's Staggered Terms of Office.
Staff Recommendation: City Clerk will assist the Library Board to conduct a
drawing by lot to determine staggered terms of office for appointees, with one
member going out of office June 30, 2012, two members going out of office on
June 30, 2013, and two members going out of office on June 30, 2014.
B. Consider Annual Nomination and Selection of Library Board President and
President Pro Tern.
5. PUBLIC COMMENTS:
6. REORDERING OF, AND ADDITIONS TO, THE AGENDA:
(Items to be withdrawn from the Consent Calendar shall be identified at this time.)
7. ANNOUNCEMENTS, FUTURE AGENDA ITEMS AND REPORTS ON
MEETINGS/CONFERENCES ATTENDED BY BOARD MEMBERS:
Special Library Board Meeting Agenda
July 27, 2011
Page 2
8. PRESENTATIONS/ACTION/DISCUSSION:
A. Consider Library Board's Rules of Procedure for Meetings and Related Functions
and Activities, Including Regular Monthly Meeting Schedule. Staff
Recommendation: Adopt the Library Board Rules of Procedure for Meetings and
Related Functions and Activities, Including Regular Monthly Meeting Schedule.
9. CONSENT CALENDAR:
10. ADJOURNMENT:
All writings and documents provided to the majority of the Library Board regarding all agenda items are available for
public inspection at the City Hall public counter located at 799 Moorpark Avenue during regular business hours. The
agenda packet for all regular Board meetings is also available on the City's website at www.ci.moorpark.ca.us.
Any member of the public may address the Board during the Public Comments portion of the Agenda, unless it is a
Discussion item. Speakers who wish to address the Board concerning a Discussion item must do so during the
Discussion portion of the Agenda for that item. Speaker cards must be received by the Recording Secretary for
Public Comment prior to the beginning of the Public Comments portion of the meeting; and for a Discussion item,
prior to the President's call for speaker cards for each Discussion agenda item. A limitation of three minutes shall be
imposed upon each Public Comment and Discussion item speaker. Written Statement Cards may be submitted in
lieu of speaking orally for Discussion items. Any questions concerning any agenda item may be directed to the
Parks, Recreation, &Community Services Department at 517-6227.
In compliance with the Americans with Disabilities Act, if you need special assistance to review an agenda or
participate in this meeting, including auxiliary aids or services, please contact the Parks, Recreation & Community
Services Department at (805) 517-6227. Upon request, the agenda can be made available in appropriate alternative
formats to persons with a disability. Any request for disability-related modification or accommodation should be
made at least 48 hours prior to the scheduled meeting to assist the City staff in assuring reasonable arrangements
• can be made to provide accessibility to the meeting(28 CFR 35.102-35.104;ADA Title II).
City of Moorpark )
County of Ventura ) ss.
State of California )
I, Patty Anderson, Administrative Assistant of the City of Moorpark, County of Ventura,
State of California, do hereby certify under penalty of perjury that I posted a copy of the
Notice of Special meeting of the Library Board for July 27, 2011.
Executed this 21st day of July 2011, at Moorpark, California.
'aof,
Patty Anderson
Administrative Assistant
Parks, Recreation & Community Services Department
ITEM 7 . i9
7
CITY OF MOORPARK
MOORPARK LIBRARY BOARD
AGENDA REPORT
TO: Moorpark Library Board
FROM: Hugh R. Riley, Assistant City Manager/Parks, Recreation &
Community Services Director
DATE: July 11, 2011 (Library Board Special Meeting of 7/27/11)
SUBJECT: Consider Library Board Rules of Procedure for Meetings and Related
Functions and Activities
DISCUSSION
The Rules of Procedure for the Library Board for Meetings and Related Functions and
■ Activities (Rules of Procedure) identify the content of the Board's regular and special
meeting agendas (including a description of the business to take place under each
agenda topic), the role of the Presiding Officer (President or President Pro Tern),
conduct of the Board, processing of motions, voting, communications, the regular
meeting schedule (to be determined on an annual basis, each July), and various other
procedural instructions. The Rules of Procedure have been established to provide
compliance with legal requirements and ensure consistency with the City Council
practices as well as that of other Library Boards. It is important for the Board members
to review and follow the Rules of Procedure, including recognizing the role of the
Presiding Officer. For example, any Board member desiring to speak during a meeting
is required to address the President and only upon recognition by the President shall
have permission to speak, ask questions, debate, make a motion, etc. The Library
Board meetings are open to the public, as well as recorded, and following the
established Rules of Procedure presents a positive public image of an organized
meeting. Compliance with the established communication provisions of the Rules of
Procedure is required to ensure compliance with laws regulating maintaining public
records (including the State Public Records Act) and the requirements for open public
meetings (State Ralph M. Brown Act).
Attachment 1 to this agenda report shows staffs recommended Rules of Procedure.
The proposed Rules of Procedure were predominantly taken from the City Council
Rules of Procedure; however, there were several sections that are not actually
applicable to the Library Board. Most of the recommended revisions to the Rules of
Procedure as shown in Attachment 1 are to clarify the differences between the Library
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July 27, 2011 Regular Meeting
Page 2
Board and the City Council. As an example, the Proclamations and Commendations
section and the Public Hearings section of the agenda are not needed for the Library
Board. Staff is recommending revising the Proclamations and Commendations section
to a Special Agenda Items section (such as for the annual appointment of the President
and President Pro Tem and for a special presentation). The Publio Hearings section is
not needed and is shown as deleted, because the Library Board does not hold public
hearings. The Library Board is an advisory and not a decision-making board. For this
same reason, the Library Board does not adopt resolutions, and the related resolution
language is also shown as deleted in the revised Rules. The recommendations of the
Library Board are forwarded to the City Council based on documentation in the adopted
minutes of the Board.
Other changes in the revised Rules of Procedure include that the staff references have
been made more generic (as an example: the City Manager or his/her designee has
been used instead of a specific reference to a department head title), to allow more
flexibility for the assigned staff that may attend the Board meetings based on the
scheduled agenda items.
STAFF RECOMMENDATION
Adopt the Library Board Rules of Procedure.
Attachment 1: Draft Rules of Procedure
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ATTACHMENT
RULES OF PROCEDURE FOR THE LIBRARY BOARD OF THE CITY OF MOORPARK
FOR MEETINGS AND RELATED FUNCTIONS AND ACTIVITIES
SECTION 1. Rules of Procedure for Library Board Meetings and Related
Functions and Activities are as follows:
1. GENERAL PROVISIONS
1.1 Purpose:
The purpose and intent of the Library Board in adopting the Rules of Procedure for
Meetings and Related Functions and Activities (Rules) shall be to provide directory
guidelines relating to the conduct of the public business by the Board. In the event of any
non-compliance with, or violation of, any provision herein, such shall not be deemed to
affect the validity of any action taken, unless otherwise specifically provided by law.
1.2 Procedures in Absence of Rules:
In the absence of a rule herein to govern a point or procedure, Roberts Rules of
Order, Newly Revised; shall be used as a guide.
2. ORDER OF BUSINESS
2.1 Agenda:
The Order of Business of each meeting shall be as contained in the Agenda
prepared by the Records Secretary, who shall be appointed by the Parks, Recreation and
Community Services Director or his/her designee. The Agenda shall be a listing by topic
of the items of business which shall be transacted or discussed in the following order:
1. Call to Order
2. Pledge of Allegiance
3. Roll Call
4. Special Agenda Items
5. Public Comments
6. Reordering of, and Additions to, the Agenda
(Items to be pulled from the Consent Calendar shall be identified under this
section.)
7. Announcements, Future Agenda Items and Reports on
Meetings/Conferences Attended by Board Members.
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July 27,2011
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8. Presentations/Action/Discussion
9. Consent Calendar
10. Adjournment
22 Special Meeting Agenda Format:
The order of business of special meeting agendas shall generally be consistent
with the order of business of regular meeting agendas, although not all regular items of
business must be included. Public Comments shall be included on all special meeting
agendas.
2.3 Delivery of Agenda Packet:
Barring insurmountable difficulties, the Agenda for regular meetings shall be
delivered ordinarily to Board Members on or before each (day of the week to be
determined) preceding the meeting to which it pertains.
The Agenda shall also be available to the general public after it is posted. Agenda
reports will be available to the general public after distribution to the Board Members.
2.4 Call to Order:
The meeting of the Board shall be called to order by the President or, in his/her
absence, by the President Pro Tern who shall serve until the arrival of the President. In
the absence of both the President and the President Pro Tern, the meeting shall be called
to order by the Records Secretary. The Records Secretary shall immediately call for the
selection of a temporary Presiding Officer who shall serve until the arrival of the President
or President Pro Tern or until adjournment.
2.5 Roll Call/Quorum:
Before proceeding with the business of the Board, the Records Secretary shall call
the roll of the Board and the names of those present shall be entered in the minutes, The
order of roll call shall be alphabetical with the President called last. Unless otherwise
provided for by law, a majority of the Board shall constitute a quorum sufficient to do
business.
2.6 Special Agenda Items
Agenda items to be scheduled under this section title will include selection of a
Presiding Officer (President and President Pro Tem) in accordance with the provisions
of Section 3.1 of these Rules, and may also include special presentations or other
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agenda items as determined by the President and the Parks, Recreation and
Community Services Director, or his/her designee.
2.7 Public Comments:
Any member of the public may address the Board on any item within the subject
matter jurisdiction of the Board which is not listed on the Agenda as a
Presentations/Action/Discussion item. Speakers will be heard in the order that their
speaker cards are received by the Records Secretary. All speaker cards for Public
Comments must be received prior to the President's call for speaker cards for the Public
Comments agenda item. A limitation of three (3) minutes shall be imposed upon each
speaker. Speaker cards must be presented in person by the person wishing to speak.
The passing of time from one speaker to another or speaking in place of another speaker
is not allowed. No speaker will be allowed to speak after all speaker cards are called. By
majority vote of the Board present and voting, the number of speakers and time permitted
for comments may be limited at any single meeting. The speaker shall be governed by
the rules of Sections 6.1, 6.2 and 6.3. Board Members shall reserve their comments and
responses until the end of the public comments period. Speakers may be heard at
greater length at the end of the agenda by majority vote of the Board Members present
and voting. The Records Secretary shall hold over to the next regular meeting, timely
submitted speaker cards of speakers who were not heard during the public comments
period, and those speakers shall be given priority in the order'that their speaker cards
were originally received during the public comments period of the next meeting.
Speakers at a regular meeting shall not be allowed to address the same subject at
an adjoumed meeting of the regular meeting at which they spoke, except by a four-fifth's
majority vote of the Board.
2.8 Reordering of, and Additions to, the Agenda:
Except with majority consent of the Board Members present and voting,
items may not be taken out of order.
At this time, Board Members and the Parks, Recreation and Community Services
Director or his/her designee in attendance may request that any item on the Consent
Calendar be withdrawn for separate consideration. Items withdrawn from the Consent
Calendar shall be considered immediately after action on the balance of the Consent
Calendar in the order that they were withdrawn.
Any Board Member and the Parks, Recreation and Community Services Director
or his/her designee in attendance may bring to the attention of the Board new items of
business for discussion and action in the event of an emergency situation or when the
need to take immediate action comes to the attention of the City subsequent to the
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posting of the agenda, as specified in Government Code Section 54954.2. A two-thirds
vote of the Board, or Hess.than two-thirds_are-pmsent,.a.umaoimous__voteof those who
are present, is required to add an item to the agenda.
In addition to having the opportunity to reorder the agenda as order of business
number 6, the President shall suspend the item under discussion at 10:30 p.m. in order
that the agenda may be reordered by majority vote of the Board Members present and
voting. The Records Secretary will notify the President that the time for reordering the
agenda has arrived.
2.9 Announcements, Future Agenda Items, and Reports on Meetings/Conferences
Attended by Board Members:
At this time, Board Members may make an announcement; update other Board Members
on a City ad-hoc committee on which they may be participating; request to have an item
placed on a future agenda; and/or provide a brief report on meetings, conferences, or
training . attended at City expense in compliance with Section 53232.3(d) of the
Government Code.
2.10 Presentations/Action/Discussion Items:
Items that involve the consideration of city policy and items of a non-routine nature
shall be placed under this topic.
Presentations to the Board by other public agencies or groups and appointments
will be listed first under the Presentations/Action/Discussion heading. Continued
Presentations/Action/Discussion items will appear in the order they previously appeared,
following presentations and appointments.
Discussion/Action items shall be conducted in the following order:
Staff Report
Questions of Staff by Board
Testimony by Applicant .
Public Comment
Discussion by Board
Action by Board
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Questions or comments from the public shall be limited to the item under
•
consideration and the speaker_shall be governed by the_p[ot ns of Sections 6.1 and
6.2. Speakers will be heard in the order that their speaker cards are received by the
Records Secretary for the item during which the speaker wishes to address the Board.
However, a proponent/applicant may be heard first during the public comment for a
Presentations/Action/Discussion item, if so determined by the President, but no rebuttal
by the proponent/applicant shall be allowed. All speaker cards for each agenda item must
be received prior to the President's announcement of the public comment for each
Presentations/Action/Discussion item and call for speaker cards. A limitation of three (3)
minutes shall be imposed upon each speaker. Speaker cards must be presented to the
Records Secretary by.the person wishing to speak. The passing of time from one speaker
to another or speaking in place of another speaker is not allowed.
Written statement cards may be submitted in lieu of addressing the Board. The
number of cards received in favor of or in opposition to an item being considered will be
verbally reported to the Board by the Records Secretary following the last public speaker
for an item. The total number of written statement cards received in favor of or in
opposition 'to an item will be recorded in the minutes of the meeting, and the written
statement cards will become a part of the official record.
2.11 Consent Calendar:
Minutes of previous Library Board meetings, items of a routine nature and items
recommended to be received and filed shall be placed on the Consent Calendar. All
items may be approved by one blanket motion by unanimous vote of those present and
voting.
Prior to a motion on the Consent Calendar, any Board Member may request that
any item be withdrawn from the Consent Calendar for individual consideration. Items
withdrawn from the Consent Calendar shall be considered immediately after action on the
Consent Calendar in the order that they were withdrawn, including any items requested to
be withdrawn under Section 2.8 (Reordering of, and Additions to,the Agenda).
2.12 Adioumment:
It is the policy of the Library Board that upon reaching 12:00 midnight, the Library
Board will not address any new .agenda items. Should the Library Board decide to
continue to address an in-progress non-closed session agenda item past 12:00 midnight,
the following motion is in order:
Move that the Library Board meeting tonight may extend beyond the 12:00
midnight deadline to conclude the item in progress.
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3. PRESIDING OFFICER
3.1 Selection and Term:
The President shall be the Presiding Officer at all meetings of the Board, except as
otherwise provided in Section 2.4 (Call to Order). At its first regular meeting of the year,
the Board shall elect a President and President Pro Tem from among the appointed
members, to serve for that year. Each selection shall be by three (3) or more affirmative
votes, and a failure to achieve such total of affirmative votes shall be deemed a selection
of the incumbent to remain in office. Each person so selected shall serve until the end of
the.year or until a successor is chosen (at any time).by three(3)or more affirmative votes,
whichever first occurs.
If a vacancy in the position of President occurs for any reason except for removal
of the President pursuant to this Section, the President Pro Tem shall assume the
position of President until a successor is chosen.
3.2 Participation of Presiding Officer:
The Presiding Officer may move, second and debate from the President, subject
only to such limitations of debate as are imposed on all Board Members. He/she shall be
accorded all of the rights and privileges of a Board Member.
3.3 Maintenance of Order:
The Presiding Officer is responsible for the maintenance of order and decorum at
all times.
3.4 Rulings Final Unless Overruled:
The Presiding Officer shall decide all questions of interpretation of these rules,
points of order, maintenance of order or other questions of procedure requiring rulings.
Any such decision shall be final and binding and (even if clearly erroneous)for purposes
of the item under consideration, unless overridden by a majority vote of the Board
Members present and voting. Any Board Member may seek to have the Presiding
Officer's decision overridden by moving the question "Shall the decision of the Presiding
Officer be sustained?"
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CONDUCT OF BOARD MEMBERS
4.1 Decorum and Order:
(a) Any Board Member desiring to speak shall address the Presiding Officer and,
upon recognition by the Presiding Officer, shall confine himself/herself to the item under
debate.
•
(b) A Board Member desiring to question the staff shall address his/her question
to the Parks, Recreation and Community Services Director or his/her designee in
attendance, as appropriate, who shall be entitled either to answer the inquiry or to
designate some member of his/her staff for that purpose.
(c) A Board Member, once recognized, shall not be interrupted while speaking
unless called to order by the Presiding Officer, a point of order is raised by another Board
Member pursuant to Section 3.4, or the speaker chooses to yield to questions from
another Board Member.
(d) Any Board Member called to order while he/she is speaking shall cease
speaking immediately until the question of order is determined. If ruled to be in order
he/she shall be permitted to proceed. If ruled out of order he/she shall remain silent or
shall alter his/her remarks so as to comply with the rules.
(e) Board Members shall accord the utmost courtesy to each other, to City
employees, and to the public appearing before the Board. They shall refrain at all times
from rude and derogatory remarks, abusive comments and statements as to integrity,
motives or personalities.
(f) The right of a Board Member to address the Board on a question of personal
privilege shall be limited to cases in which his/her integrity, character, or motives are
assailed, questioned or impugned.
(g) Any Board Member may move to require the Presiding Officer to enforce the
rules. The affirmative vote of a majority of the Board present and voting shall require
him/her to so ad.
4.2 Limitation of Debate:
A Board Member should not speak more than once upon any one item until every
other member choosing to speak thereon has spoken. No member shall speak for a
longer time than five (5) minutes each time he/she has the floor, without the approval of a
majority vote of the Board present and voting.
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4.3 Dissents and Protests:
Any Board Member shall have the right to express dissent from, or protest to, any
action of the Board and to have the reason entered in the minutes. If such dissent or
protest is desired to be entered in the minutes, this should be made dear by language
such as, "I would like the minutes to show that I am opposed to this action for the
following reasons. . . ."
4.4 Conflict of Interest:
Section 87105 of the Government Code describes the procedure to be followed if
an official has a conflict of interest on a matter and cannot participate in a decision.
Section 87105 shall apply to the Library Board. The official must publicly identify the.
financial interest (not including the address of a personal residence), recuse himself or
herself from voting, and leave the room until after the discussion, vote and other
disposition of the matter is concluded. If the matter is on the consent calendar, the official
need not leave the room, but must still make the required disclosure on the record and
abstain from voting. The official also may speak on the issue as a member of the general
public, during the public comment period on that matter, solely to represent himself or
herself on a matter related to his or her personal interest. The announcement of the
conflict of interest must be declared prior to the initiation of Board consideration of the
agenda item for which the conflict of interest exists. Section 87105 of the Government
Code, any statutes amendatory or supplementary thereto, and any applicable regulations
of the California Fair Political Practices Board are hereby incorporated by reference.
5. CONDUCT OF EMPLOYEES
5.1 Decorum and Order:
(a) Members of the staff and employees of the City shall observe the same rules
of procedure and decorum applicable to members of the Board.
(b) The Parks, Recreation and Community Services Director or his/her designee
in attendance shall insure that all staff members and employees observe such decorum.
(c) Any staff member or employee, including the Parks, Recreation and
Community Services Director, desiring to address the Board or members of the public
shall first be recognized by the President. All remarks shall be addressed to the President
and not to any one individual Board Member or member of the public.
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6. CONDUCT OF THE PUBLIC
6.1 Decorum and Order:
(a) Members of the public attending Board meetings shall observe the same
rules of order and decorum applicable to the Board pursuant to Section 4.1.
(b) Willful conduct that is disruptive, including but not limited to, unauthorized
remarks from the audience, stamping of feet, whistles, yells and similar demonstrations
shall be prohibited by the Presiding Officer. Any person who becomes willfully disruptive
while addressing the Board or while attending the Board meeting shall be requested by
the President to leave'the meeting. The President may call a recess or adjourn the
meeting if the disruption continues. Aggravated cases shall be prosecuted on appropriate
complaint signed by the Presiding Officer.
6.2 Manner of Addressing the Board:
No person shall address the Board without being recognized by the Presiding
Officer. After being recognized by the Presiding Officer,any member of the public desiring
to address the Board shall proceed to the podium. The speaker shall state his/her name
for the record. All remarks and questions shall be addressed to the Presiding Officer and
not to any individual Board Member, staff member or other person.
6.3 Limitations on Addressing the Board:
The making of oral communications to the Board by any member of the public
during the "Public Comments" portion of the Agenda shall be subject to the following
limitations:
(a) No speaker shall be permitted to address the Board on an item which is
currently before or is under submission for consideration by the Board, committee, or
officer before which the speaker should make his/her presentation, until that body has
completed its deliberations and taken its final action. In case the speaker should have
followed an otherwise available appeal procedure, the Presiding Officer shall not allow
oral communication to the Board outside that procedure.
(b) A speaker that verbally complains about an employee of the City, or any
employee of a private firm or public agency providing a contract service to the City, will be
directed to contact the city's Human Resources/Risk Management Division for assistance
in documenting and resolving their complaint.
(c) If it appears that several speakers desire to speak regarding any item on the
Agenda, the Presiding Officer may reasonably limit the number of speakers on each side
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of the issue. In this regard, preference may be given to speakers who represent groups of
persons who have designated aspokesperson.
6.4 Video, Audiotape, PowerPoint, Slide or Similar Presentation.
Video, audiotape, PowerPoint, slide or similar presentation will be disallowed
unless relative to an item on the agenda, and the Records Secretary has been provided
with no less than 24-hours notice of the video, audiotape, PowerPoint, slide or similar
presentation, and has determined the City has the appropriate equipment to view and
broadcast the presentation. The video, audiotape, PowerPoint, slide or similar
presentation must be made by the person or agency making the presentation. The Board
may limit the total amount of time allocated for presentations or particular issues and for
each speaker. The same limitations that govern speakers under Sections 2.7, and 2.10
shall apply. Presentations shall be limited to the subject matter jurisdiction of the Board.
Those items not germane to the agenda will be disallowed.
7. MOTIONS
7.1 Processing of Motions:
When a motion is made and seconded, it shall be stated by the Presiding Officer
or, at the request of the Presiding Officer, by the Records Secretary before debate. A
motion so stated shall not be withdrawn by the mover without the consent of the person
seconding it.
7.2 Division of Motion:
If the motion contains two or more divisible propositions, the Presiding Officer may,
and upon request of any Board Member shall, divide the same, unless a majority of the
Board Members present and voting, votes not to do so.
7.3 Precedence of Motions:
When a motion is before the Board, no motion shall be entertained except the
following, which shall have precedence in the following order.
The ordinary motions rank as follows, and any of them (except to amend) can be
made while one of a lower order is pending, but none can supersede one of a higher
order. Motions to limit discussion, to call the question and to suspend the rules require a
two-thirds vote; all other motions require only a majority vote:
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Not Debatable:
To Fix the Time of Adjournment
To Adjourn (when unqualified) ) Cannot
To Table ) be
To Limit Discussion (2/3 vote) )Amended
To Call the Question (2/3 vote)
To Suspend the Rules (2/3 vote)
Debatable:
To Postpone to a Certain Time
To Commit or Refer to Committee ) Can be
To Amend ) Amended
To Postpone Indefinitely
The Motion to Reconsider: the motion can be made when any other motion is
before the Board, but cannot be acted upon until the business then before the Board is
disposed of; when called up, it takes precedence over all other motions, except to
adjourn, and to fix the time to which to adjourn.
Motions incidental to those before the Board take precedence over them and shall
be acted upon first.
7.4 Motion to Fix Hour of Adjournment:
Such a motion shall be to set a definite time at which to adjourn and may be
amended by unanimous vote.
7.5 Motion to Adiourn:
Such a motion shall be in order at any time, except as follows:
(a) When repeated without intervening business or discussion;
(b) When made as an interruption of another Board Member while speaking;
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(c) When discussion has been ended and vote on the motion is pending; or
(d) While a vote is being taken.
A motion to adjourn "to another time" shall be debatable, but only as to the time to
which the meeting is adjourned.
7.6 Motion to Table:
Such a motion shall be used to temporarily bypass the subject and shall preclude
all amendments or debate of the subject under consideration. If the motion prevails, the
item may be "taken from the table" at any time prior to the end of the next regular
meeting.
7.7 Motion to Limit Discussion:
Such a motion shall be used to limit the time allowed each Board Member to speak
to, or to appoint a time at which discussion shall close on,the question of the main motion
and any previously made amendment to the main motion. If a motion to limit the time
allowed each member to speak passes, no member shall thereafter speak more than two
times to the question or longer than the time allowed at either time and no member shall
speak the second time until every member choosing to speak has spoken.
7.8 Motion to Call the Question:
Such a motion shall be used to close debate on, and further amendment to, the
main motion. If the motion fails,debate shall be reopened; if the motion passes, a vote
shall next be taken on any previously made amendments to the main motion and finally -on the main motion. -7.9 Motion to Suspend the Rules:
Such a motion shall be used to suspend these rules of procedure and shall include
a statement of the purpose of the suspension. If the motion fails, the motion shall not be
renewed for the same purpose at the same meeting, but it may be renewed for the same
purpose at an adjourned meeting of that meeting.
7.10 Motion to Postpone to a Certain Time:
Such a motion shall be amendable and debatable only as to propriety of
postponement and time set.
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7.11 Motion to Amend:
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Such a motion shall be debatable only as to the amendment.A motion to amend
an amendment shall be in order, but a motion to amend an amendment to an
amendment shall not be in order. An amendment modifying the intention of a motion shall
be in order, but an amendment relating to a different matter shall not be in order. A
substitute motion on the same subject shall be acceptable, and voted on before a vote on
the amendment. Amendments shall be voted first, then the main motion as amended.
7.12 Motion for Reconsideration:
Any Board Member who voted with the majority may move a reconsideration of
any vote at the same meeting or request an agenda item on at the next regular meeting
or request a special meeting called to be held prior to the next regular meeting to consider
reconsideration of any vote. The agenda item shall appear on Presentation/
Action/Discussion as a two-part item, e.g.: ..
Consider Reconsideration of
Reconsideration of vote on
After a motion for reconsideration has once been acted upon, no other motion for
a reconsideration thereof shall be made without unanimous consent of the Board.
8. VOTING
8.1 Restatement of the Motion:
Upon the request of any Board Member, the Presiding Officer shall verbally restate
each motion immediately prior to calling for the vote.
8.2 Voting Procedure:
In acting upon every motion, the vote shall be taken by voice, roll call or any other
method by which the vote of each Board Member present can be clearly ascertained. The
vote on each motion shall then be entered in full upon the record. The order of voting
shall be the maker of the motion, the second and then the remaining Board Members
alphabetically, with the President called last. The Records Secretary shall call the names
of all members seated when a roll call vote is ordered. Members shall respond 'aye', 'no'
or 'abstain', provided that when a vote is collectively taken by voice or when a method of
voting other than by voice or roll call is used, any Board Member not audibly and clearly
responding 'no' or 'abstain' or otherwise registering an objection shall have his/her vote
recorded as 'aye'.
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Following the vote, the Presiding Officer shall verbally announce whether the
motion carriectAr was defeated.ThePresiding Officet_may-also publicly state the effect of
the vote for the benefit of the audience before proceeding to the next item of business.
Any member may change his/her vote before the next item of business is called.
8.3 Voting:
A roll call vote shall not be used for any item before the Board unless demanded
by any Board Member. It shall not be in order for members to explain their vote during roll
call.
8.4 Failure to Vote:
Every Board Member should vote unless disqualified for cause. A Board Member
who abstains from voting on an item because of being disqualified shall be considered as
if absent.
8.5 Tie Votes:
When no Board Member abstains from voting, the motion shall be lost on a tie
vote. Any member who abstains and is not considered absent shall be deemed to have
acquiesced to the motion and the motion shall be passed on a tie vote.
If a tie vote results at a time when less than all members of the Board are present,
the matter shall automatically be continued to the agenda of the next regular meeting of
the Board, unless otherwise ordered by the Board.
9. RECORD OF DECISIONS -
Routine business and administrative matters for Library Board are accomplished
by "minute order" or"motion" (thereafter recorded by minute entry). Technically, both are
equally as legally effective and binding; they just vary in the formality of respective
memorialization. The "motion" or "minute order" is a Board action which is recorded
simply by an item entry in the minutes of the meeting at which it was accomplished
documenting consensus or vote, and no separate document is made to memorialize it.
The Records Secretary is empowered by State law to furnish certified excerpts of the
minutes in order to facilitate the administrative process to which a particular action
pertains.
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10. COMMUNICATIONS
10.1 Addressed to Board as a Whole:
The Parks, Recreation and Community Services Director or his/her designee is
authorized to receive and open all written communications, including e-mails, addressed
to the Board, as a whole, and give such communication immediate attention to the end
that all administrative business referred to in said communications, and not necessarily
requiring Board action, may be disposed of between Board meetings. The Parks,
Recreation and Community Services Director or his/her designee shall cause a copy of
such communication to be sent to each Board Member.
10.2 All Other Written Communications:
Any written communication, including e-mails, received at City Hall addressed to
the President and/or an individual Board Member shall be opened by the Parks,
Recreation and Community Services Director or his/her designee. A copy of such
communication shall be provided to each of the other Board Members, unless such
communication is personal and/or confidential and not related to the business of the City.
Any Board Member who receives any written communication,including e-mails, on
any subject related to the business of the City, whether or not received at City Hall, shall
cause a copy to be provided to the Records Secretary who shall cause a copy of such
communication to be sent to each of the other members and the Parks, Recreation and
Community Services Director.
All outgoing Library Board Member correspondence will be copied to the Board
reading file unless the Board is listed as receiving a copy, in which case each Board
Member will be provided an individual copy. Any Board Member who generates any
written communication related to the business of the City, other than at City Hall, shall
cause a copy to be provided to the Records Secretary for distribution. Letters produced
by city staff for Library Board Members will be created on official city letterhead, only.
10.3 Agenda Item Communications:
Any such communication which relates to an item pending or to be brought before
the Board and has been received prior to agenda distribution, shall be included in the
agenda packet for the meeting at which such item is to be considered and shall become
part of the public record for that item. If a Board Member generates an agenda item, the
Board Member will prepare a brief, written explanation including action/recommendation
to the full Board or provide direction to the Parks, Recreation and Community Services
Director, or his/her designee for preparation of agenda report. All agenda staff reports will
be provided to the full Board with the distribution of the agenda. Agenda item
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communications (including e-mails) received from the public after agenda distribution will
be forwarded to the Board by_theRecords_Secretary by-elnaiLor_regularmail_delivery up
until the close of the business day prior to the Library Board meeting.
The Library Board will be informed during the staff presentation at the Board
meeting of agenda item communications received from the public, including a project
applicant, on the day of the meeting. Regardless of the source, it will take a four-fifth's
majority vote (four affirmative votes) of the Board to accept additional agenda material on
the day of the Board meeting at which the item is to be considered.
All materials distributed by any person during a public meeting related to the
subject matter being discussed or considered will be made available for public inspection
at the meeting if prepared by City staff ora member of the Board, or after the meeting, if
the materials were prepared by some other person in accordance with Section 54957.5(b)
of the Brown Act. To avoid a Ralph M. Brown Act violation, Library Board Members
should not read or send e-mail or cellular telephone text messages during a Board
meeting.
Written communication for a Presentation/Action/Discussion agenda item
presented at the meeting for reading will be acknowledged by the President or staff, but
not read. The acknowledgment shall include a summary of general content and whether
the communication includes opposition or support of an agenda item.
Written communication relative to an agenda item, if presented prior to the close of
the business day prior to the Board meeting, will be copied for the Board, applicant, and
the public agenda binder.
The public shall tender a written request to the Parks, Recreation and Community
Services Director, or his/her designee and/or the President regarding the placement on
the agenda of any items. The Parks, Recreation and Community Services Director and
President or his/her designee will then determine the appropriateness of the requested
item being placed on a future agenda.
The Library Board or Board Member may be requested to meet, outside of the
public meeting process,with an applicant,the applicant representative(s), proponents and
opponents to a development application to discuss aspects of the development. While
meeting with these representatives is at the discretion of the individual Board Member,
disclosure of the meeting(s), and the effects upon the Board's review of the application is
required at the beginning of any Board discussion of a Presentation/Action/Discussion
agenda item pertaining to a development project application. The Board shall disclose the
nature of the contact and what effect, if any, it had on he/she in the review of the
development application.
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10.4 Research:
Any research requested by an individual Library Board Member that results in a
written response from staff will be copied to all Library Board Members. This is not meant
to include copies of documents already on file.
10.5 Attendance at City Council Meetings:
The Library Board recognizes that there are circumstances where the City
Council could benefit from the attendance of a Library Board Member at City Council
meetings. When those circumstances arise, the Library Board will offer a spokesperson
to attend a City Council meeting. The Library Board also recognizes that the City
Council, or one of its members, may at any time request the presence of one or more
Board Members to attend one of its meetings. When such a request is made, the
Library Board will respond.
11. COMMITTEES
Committees may be appointed by the President, as needed, with the approval of
the majority of the members of the Board.
12. BOARD MEETINGS
12.1 Meeting Time and Schedule:
The regular meetings of the Library Board shall begin at the hour of (to be
determined) p.m. on the (to be determined) of each month. The schedule for regular
meetings will be determined by the Board at its first regular meeting in July of each year,
with such determination to include the dates, time and place of such meetings as set forth
in Chapter 2.70 of the Municipal Code. Should the need arise during the year, the Board
may, by a majority vote, revise the regular meeting schedule, including dates, time and
place of such meetings.
13. MINUTES:
13.1 Action Minutes:
The Records Secretary shall be responsible for preparing action minutes to
record all the actions of the Library Board (motions, votes, and consensus decisions) at
regular and special meetings, and shall schedule the completed minutes on the
Consent Calendar consistent with Section 2.11 of this resolution. The Library Board
meeting action minutes shall include documentation for each agenda item, including but
not limited to the following:
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Date, hour, and place of meeting;
Identification of regular, adjourned regular or special meeting (and special
meeting notice language);
Names of Library Board Members and staff in attendance;
Library Board announcements, requested future agenda items, and reports on
meetings, conferences and training attended at City expense by Library Board
Members;
Agenda titles, staff recommendations and record of action taken (motions, votes,
and consensus decisions);
Name(s) of staff providing the verbal staff report and documentation of verbal
and written corrections to the agenda report;
Public speaker names, identification of support or opposition, and/or other brief
summary of comments;
Written statement card documentation, consistent with Section 2.10 of this
resolution;
Adjournment time; and
President and Records Secretary designee signatures.
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STEM `l 4
MINUTES OF THE LIBRARY BOARD SPECIAL MEETING
Moorpark, California July 27, 2011
A Special Meeting of the Library Board of the City of Moorpark was held on July 27,
2011, at Moorpark City Hall, located at 799 Moorpark Avenue, Moorpark, California.
1. CALL TO ORDER AND OATH OF OFFICE:
The meeting was called to order at 6:08 p.m.
City Clerk Maureen Benson administered the Oath of Office to the Board
Members.
2. PLEDGE OF ALLEGIANCE:
City Librarian Heather Cousin led the Pledge of Allegiance.
3. ROLL CALL:
Present: Board Members Michael Fenerin, Cindy Housel, Abigail
Sichmeller, Steven Wolfson, and Karen Wrofson.
Staff Present: Assistant City Manager Hugh Riley, Senior Management
Analyst John Brand, City Librarian Heather Cousin, and
Administrative Assistant Patty Anderson.
4. SPECIAL AGENDA ITEMS:
A. Drawing to Determine Library Board Appointee's Staggered Terms of
Office. Staff Recommendation: City Clerk will assist the Library Board to
conduct a drawing by lot to determine staggered terms of office for
appointees, with one member going out of office June 30, 2012, two
members going out of office on June 30, 2013, and two members going
out of office on June 30, 2014.
City Clerk Maureen Benson drew names to determine each member's
term of office. The outcome was as follows:
Michael Fenerin's term will end June 30, 2012
Abigail Sichmeller's term will end June 30, 2013
Karen Wrolson's term will end June 30, 2013
Cindy Housel's term will end June 30, 2014
Steven Wolfson's term will end June 30, 2014
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Minutes of the Library Board
July 27, 2011, Special Meeting
Page 2
B. Consider Annual Nomination and Selection of Library Board President and
President Pro Tern.
Board Member Wolfson moved and Board Member Sichmeller seconded
to nominate Board Member Fenerin as President.
MOTION: Board Member Wrolson moved and Board Member Housel seconded
that there were no further nominations and that Board Member Fenerin serve as
President for one annual term. The motion carried by unanimous voice vote.
• Board Member House! moved and Board Member Wolfson seconded to
nominate Wrolson as President Pro Tem.
MOTION: Board Member Sichmeller moved and President Fenerin seconded
that there were no further nominations and that Board Member Wrolson serve as
President Pro Tem for one annual term. The motion was carried by unanimous
voice vote.
5. PUBLIC COMMENTS:
None.
6. REORDERING OF, AND ADDITIONS TO, THE AGENDA:
None.
7. ANNOUNCEMENTS, FUTURE AGENDA ITEMS AND REPORTS ON
MEETINGS/CONFERENCES ATTENDED BY BOARD MEMBERS:
At this time, each Board Member gave a brief introduction of themselves and
their background. Hugh Riley introduced the staff present and explained their role
in supporting the Board.
Board Member Wolfson stated that future agenda items he would like to review
are all unfinished items from the former Library Trustees that need to be
addressed, a State of the Library report from the Librarian, and what issues the
City Council would like the Board to address in the future.
President Fenerin stated that he would like to review the top three priorities or
projects that Council and staff would like the Board to address for the next year.
At this time, President Fenerin encouraged the Board and staff to attend an
upcoming Friends of the Library meeting.
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Minutes of the Library Board
July 27, 2011, Special Meeting
Page 3
8. PRESENTATIONS/ACTION/DISCUSSION:
A. Consider Library Board's Rules of Procedure for Meetings and Related
Functions and Activities. Including Regular Monthly Schedule. Staff
Recommendation: Adopt the Library Board Rules of Procedure for
Meetings and Related Functions and Activities, including Regular Monthly
Meeting Schedule.
Hugh Riley gave an overview of the proposed Rules of Procedure being
presented to the Board for review. He also reminded the Board that a
regular meeting date and time needed to be established.
The Board and staff discussed and clarified a few items in the document
including adherence to the Ralph M. Brown Act (Public Meeting Law).
MOTION: Board Member Wolfson moved and President Fenerin seconded to
adopt the Library Board Rules of Procedure as presented. The motion carried by
unanimous voice vote.
The Board and staff discussed schedules and which week day and time
would be best to hold the monthly meeting.
MOTION: President Fenerin moved and Board Member Sichmeller seconded to
hold the regular scheduled meeting on the second Tuesday of each month. The
motion was carried by unanimous voice vote.
MOTION: President Fenerin moved and Board Member Housel seconded to start
the monthly meetings at 6:00 p.m. The motion was carried by unanimous voice
vote.
John Brand informed the Board that although they are scheduled to meet once a
month, there may be a few months a year that the meetings will be canceled due
to constraints in time for staff, vacation schedules, etc.
President Fenerin inquired as to any one item that the Board should focus on
before the next meeting. John Brand suggested the Board familiarize themselves
with the current Library schedule and programs being offered.
9. CONSENT CALENDAR:
None.
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Minutes of the Library Board
July 27, 2011, Special Meeting
Page 4
10. ADJOURNMENT:
The meeting was adjourned at 7:05 p.m.
APPROVED:
Michael Fenerin, President
Respectfully submitted:
Patty Anderson, Administrative Assistant
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