HomeMy WebLinkAboutMINUTES - 02231993 - 2.7 o r 7
TO: BOARD OF SUPERVISORS �:5 Contra
FROM: Phil Batchelor, County Administrator
.' Costa
v County
February 16, 1993
DATE: rr�'a'�=���vr
SUBJECT: CONTINUATION OF COUNTY LIBRARY COMMISSION
SPECIFIC REQUEST(S)OR RECOMMENDATION(S)&BACKGROUND AND JUSTIFICATION
RECOMMENDATION:
Continue the County Library Commission for the period March 15,
1993 through March 14 , 1995 .
BACKGROUND:
The Board of Supervisors established the County Library Commission
effective March 15, 1991 for a two year period ending March 14,
1993 . The Board also provided that the Commission could be
continued by the Board for additional periods of time. Attached is
a copy of the. March 12, 1991 Board Order establishing the
Commission and providing for its purpose and charge and a
memorandum from the County Librarian recommending that the
Commission be continued for an additional two-year period of time.
Also attached is a copy of the Commission' s annual report for the
period March, 1991 through June, 1992 .
More recently, the Commission has continued to be actively involved
in the library budget crisis during the summer and fall of 1992,
including extensive lobbying and library support activities in
Sacramento, and in finalizing and adopting the Master Plan for the
Library. The Master Plan is being considered by the Board of
Supervisors elsewhere on the agenda on this same date.
As the County Librarian notes in her memorandum, the Library
Commission has proven to be an invaluable linkage to the cities and
communities that the library serves .
It is, therefore, recommended that the Board of Supervisors
continue the County Library Commission in existence for an
additional two years .
CONTINUED ON ATTACHMENT: _X_YES SIGNATURE: �_ /4!L/�
RECOMMENDATION OF COUNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE
APPROVE OTHER
SIGNATURE S: C///�/�
ACTION OF BOARD ON February Z�Ztl APPROVED AS RECOMMENDED OTHER XX
AUTHORIZED the continuation of the Library Commission for one year (March 14, 1994;
REFERRED to the City/County Relations Committee the issues of representation from the
unincorporated areas and on the adequate level of ethnic representation on the Commission
with a report to the Board. in 60 days (April 27, 1993).
VOTE OF SUPERVISORS
I HEREBY CERTIFY THAT THIS IS A TRUE
—X UNANIMOUS(ABSENT I ) AND CORRECT COPY OF AN ACTION TAKEN
AYES: NOES: AND ENTERED ON THE MINUTES OF THE BOARD
ABSENT: ABSTAIN: OF SUPERVISORS ON THE DATE SHOWN.
ATTESTED February 23, 1993
Contact: PHIL BATCHELOR.CLERK OF THE BOARD OF
CC: County Administrator SUPERVISORS AND COUNTY ADMINISTRATOR
County Librarian
County Library Commission (Via Librarian) DEPUTY
City/County Relations (via CAO) � 61
CONTRA COSTA COUNTY LIBRARY
INTER-OFFICE MEMO
DATE: February 2, 1993
TO: Claude Van Marter, Assistant County Administrator i' vosta
RECEIVED
FROM: Anne Marie Gold, County Librarian `=E 0 5) 199::;
SUBJECT: Request for continuation of Library Commission Office of
._.>¢v Administr'
RECOMMENDATION:
1. Continue the Contra Costa County Library Commission under the current method of
formation and with the same purpose and duties for the period March 15, 1993 through
March 14, 1995.
BACKGROUND
The Contra Costa County Board of Supervisors established the Contra Costa County Library
Commission effective March 15, 1991 until March 14, 1993. Attached is the Board Order from
the March 12, 1991 meeting establishing the Commission, its purposes and duties.
Contained within the Board order is the process whereby the Library Commission can be
continued for additional periods of time:
"...the Commission and Steering Committee may be continued for additional
periods of time, with the approval of the Mayors' Conference and the Board of
Supervisors."
Attached is the annual report of the Commission covering the period of March 1991 through June
1992. Subsequent to that date, the Commission has continued to be closely involved in the library
budget crisis during the summer and fall of 1992, including extensive lobbying and library
support activities in Sacramento, and in finalizing and adopting the Master Plan for the Library.
The Master Plan will be considered for adoption by the Commission at its meeting on February
4, 1993, and then submitted to the Board of Supervisors for its consideration at its meeting of
February 23, 1993.
As noted in my memo to Phil Batchelor of September 10, 1991 and his response of November
22, 1991 the Commission has chosen to operate without a Steering Committee.
The Library Commission has proven to be an invaluable linkage to the cities and communities
that the library serves. As such, it has more than succeeded in its purposes and duties as outlined
in the Board Order attached. As the county and library continue to experience major concerns
about funding, it will be even more important to have a Library Commission that is representative
of the citizens the library serves and that is willing to be the visible and vocal support group for
quality library services.
2. 7
TO: BOARD OF SUPERVISORS Contra
r/ M
FROM: INTERNAL OPERATIONS COMMITTEE
Costa
°a
DATE. March 7 , 1991 Count ttA Y
COMPOSITION OF PROPOSED COUN'T'YWIDE LIBRARY COI+II4ISSION
SUBJECT:
SPECIFIC REOUEST(S)OR RECOMMENDATION(S)i BACKGROUND AND JUSTIFICATION
RECOMMENDATIONS:
1 . Establish a Library Commission of either 26 or 27 members,
as follows:
17 representatives, one from each of the 17 cities ( towns )
in the County other than the City of Richmond, to be
appointed by the City (Town) Council and to be other than a
member of the city council.
1 representative from the City of Richmond, if they wish to
participate on the Commission, to be appointed by the
Richmond City Council and to be other than a member of the
city council.
5 representatives of the County, one appointed by each
member of the Board of Supervisors, other than a member of
the Board of Supervisors.
4 special representatives of the following:
Superintendent of Schools
Contra Costa Central Labor Council
Contra Costa Council
Alliance for Better Libraries
CONTINUED ON ATTACHMENIPS S SIGNATURE:
RECOMMENDATIrl
ATOR RECOMMENDATION OF BOARD COMMITTEE
APPROVE {
SIGNATURE (S)ii ODER SUNNE WRIGHT McPEAK
ACTION OF BOARD March 12, 1991 APPROVED AS RECOMMENDED X OTHER
VOTE OF SUPERVISORS
I HEREBY CERTIFY THAT THIS IS A TRUE
X UNANIMOUS(ABSENT III AND CORRECT COPY OF AN ACTION TAKEN
AYES: -- NOES: AND ENTERED ON THE MINUTES OF THE BOARD
ABSENT: ABSTAIN: OF SUPERVISORS ON THE DATE SHOWN.
CC: Please see Page 5. ATTESTED-
PHIL
TTESTED PHIL BATCHELOR.CLERK OF THE BOARD OF
SUPERVISORS AND COUNTY ADMINISTRATOR
2 . Establish a Library Commission Steering Committee of ten
( 10 ) members, each of whom is to be drawn from the
membership of the Commission and be selected as follows :
5 representatives of the cities, one representing the cities
in each supervisorial district, to be selected by the city
representatives on the Commission from that supervisorial
district, in the absence of any other selection process
having been identified.
3 representatives from the County, selected by the five
County representatives on the Commission.
1 of the four special representatives, selected by the four
special representatives.
The Chair of the Commission, serving ex officio during such
time as he or she continues to be the Chair of the
Commission.
3 . Determine that when a vacancy occurs on either the
Commission or the Steering Committee, the appointing
organization should fill the vacancy.
4 . Authorize the Commission to elect its own Chair, who will
also serve as Chair of the Steering Committee.
5. Consistent with the policy of the Board of Supervisors on
open government, the Library Commission should govern itself
consistent with the Board' s policy on conflict of interest
and the provisions of the Ralph M. Brown Act, as other
advisory bodies have been advised by the County Counsel.
6 . Establish the Commission and Steering Committee for a two
year period commencing March 15 , 1991 and ending March 14 ,
1993 , except that the Commission and Steering Committee may
be continued for additional periods of time, with the
approval of the Mayors' Conference and the Board of
Supervisors.
7 . For purposes of voting at Commission meetings, direct the
four special representatives to draw lots such that two of
the special representatives are associated with the city
representatives for voting purposes and the other two are
associated with the County representatives for voting
purposes.
8 . Direct that the work of the Commission proceed by consensus
whenever there is no objection from a member to proceeding
in this manner. On any matter where any member requests a
recorded vote on a matter, approval of the matter shall
require a majority vote by the city representatives and the
special representatives associated with them and a majority
vote by the County representatives and the special
representatives associated with them. (For example, on a 26
member Commission with all members present, approval of an
item would require at least 10 "aye" votes from the 19 city
representatives and four "aye" votes from the 7 County
representatives. )
9 . In addition to the purpose and duties outlined below, charge
the Commission to meet at least quarterly, to review and
ratify actions of the Steering Committee, to discuss and
vote on major policy issues, to be involved in providing
local input for the County Library Needs Assessment and
Master Plan, and to give particular attention to the duties
outlined under Recommendation #12 A and B below.
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10. In addition to the purpose and duties outlined below, charge
the Steering Committee to meet at least monthly, to work
closely with the County Librarian to implement the policy
actions adopted by the Commission, to report to the
Commission regularly on its actions for review and/or
confirmation by the Commission, and to give particular
attention to the duties outlined under Recommendation #12 C
below.
11. Establish as the purpose of the Library Commission and the
Steering Committee, the following:
PURPOSE: The Library Commission and Steering Committee are
created for the following purposes:
A. To serve in an advisory capacity to the Board
of Supervisors and the County Librarian.
B. To provide a community linkage to the County
Library.
C. To establish a forum for the community to
express its views regarding the goals and
operations of the County Library.
D. To assist the Board of Supervisors and the
County Librarian to provide library services
based on assessed public need.
E. To develop and recommend proposals to the Board
of Supervisors and County Librarian for the
betterment of the County Library including, but
not limited to, such efforts as insuring a
stable and adequate funding level for the
libraries in the County.
12. Establish as the duties of the Library Commission and the
Steering Committee, the following:
DUTIES: The Library Commission and Steering Committee are
charged to perform the following advisory
functions in regard to the County Library:
A. Participate in the planning process, including
the Library element of the County General Plan
and the Library Master Plan.
B. Hold hearings so the public can express its
views on the County Library.
C. Monitor the progress in achieving the goals set
forth in the adopted plans. Report and make
recommendations to the Board of Supervisors and
the County Librarian in this regard.
D. Where the Commission has any concerns or
questions regarding the Library budget, the
Commission may make recommendations regarding
the Library Budget to the Board of Supervisors .
E. Assist in the development of policies which the
Commission and the County Librarian determine
will improve the operations of the County
Library and service to the public.
F. Determine what levels of funding are necessary
to provide each level of service which is
proposed. Explore alternative methods of
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establishing stable and adequate funding for
each level. Report their findings to the Board
of Supervisors and County Librarian along with
their recommendations for actions which may be
necessary to achieve the levels of service
desired.
G. To perform such other tasks and undertake such
other assignments as may, from time to time, be
referred to them by the Board of Supervisors or
County Librarian.
H. To provide reports to the Board of Supervisors
and County Librarian when the Commission deems
such reports to be timely and appropriate.
I . The Library Commission is specifically
prohibited from undertaking any inquiry or
investigation into the personnel policies and
practices of the County Library or the
day-to-day administrative operations of the
County Library.
13 . Authorize, but do not require, the Commission and Steering
Committee to utilize regional subcommittees or any other
mechanisms which will assist the Commission in being aware
of the "grass roots" interests of the communities they
represent.
14. Upon approval of these recommendations by the Contra Costa
Mayors ' Conference and the Board of Supervisors, request the
County Librarian to solicit appointments from each city,
from the Contra Costa Council and invite the City of
Richmond to participate in the work of the Commission.
15 . Request each member of the Board of Supervisors to make his
or her appointment to the Commission as quickly as possible
so the Commission can begin to undertake its work.
16. The County Librarian should provide appropriate staff
support to the Commission. Supervisor Schroder indicated
that it would have been his preference that the cities
contribute financially to the support and staffing of the
Commission, but that he was willing to support these
recommendations without that provision being included.
17 . Direct the County Librarian to convene the first meeting of
the County Library Commission as soon as feasible after all
members have been appointed.
18. Remove this item as a referral to our Committee.
BACKGROUND:
On September 25 , 1990 , the Board of Supervisors approved a report
from the Internal Operations Committee, creating a Library
Commission, based on an understanding that the cities supported
the composition which had been' agreed to at the Internal
Operations Committee meeting. This was apparently not the case
and the Contra Costa Mayors' Conference at its November, 1990
meeting approved all of the September 25 , 1990 Board Order except
for the composition of the Commission. The Mayors' Conference
proposed an alternative composition consisting of more city
representatives, fewer County representatives and no
representatives from other agencies.
The letter from the Mayors ' Conference was considered at the
Board' s meeting on January 22 , 1991. The composition suggested
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by the Mayors' Conference was rejected and the matter was
referred to the City/County Relations Committee for further
consideration. The City/County Relations Committee considered
this matter at its meeting on February 11, 1991.
Out of that meeting a possible compromise emerged which
Supervisor McPeak shared with our Committee on February 11 , 1991 .
The above recommendations embody the compromise reached with the
City/County Relations Committee and is acceptable to our
Committee. Since the Mayors' Conference will not be able to
consider these recommendations until March 7, 1991, we are
recommending that the report be rescheduled for consideration by
the Board on March 12, 1991.
cc: County Administrator
Counvy--Eribrarkatr-
County Counsel
Auditor-Controller
Mayors' Conference (Via Library)
City Managers (Via Library)
Alliance for Better Libraries (Via Library)
Superintendent of Schools (Via Library)
Contra Costa Council (Via Library)
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