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HomeMy WebLinkAboutMINUTES - 02011994 - 2.1 TO: BOARD OF SUPERVISORS 5 Contra ., .� l FROM: Phil Batchelor, County Administrator COSta .- �A,�::::.; County 4C DATE: January 25, 1994 r ;��_ ►:�:" SUBJECT: EXTENSION OF SUNSET DATE FOR THE. COUNTY LIBRARY COMMISSION SPECIFIC REQUEST(S)OR RECOMMENDATION(S)&BACKGROUND AND JUSTIFICATION RECOMMENDATION: EXTEND the life of the County Library Commission through March 14, 1995, consistent with action already taken by the Contra Costa Mayors ' Conference. BACKGROUND: The Contra Costa County Board of Supervisors initially established the Contra Costa County Library Commission on March 12, 1991 for a two year: period of time, through March 14, 1993 . On February 23, 1993, the Board of Supervisors reauthorized the continuation of the Library Commission for an additional one year term, through March 14, 1994 . The Contra Costa County Mayors ' Conference has already . agreed to extend the Commission through March 14, 1995. See additional background contained in the attached memo from the County Librarian, recommending that the County Library Commission be continued for one additional year. CONTINUED ON ATTACHMENT: YES SIGNATURE: C RECOMMENDATION OF COUNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE X' APPROVE OTHER SIGNATURE(S): ACTION OF BOARD ON �hT-»a= 1, 1994 APPROVED AS RECOMMENDED OTHER XX APPROVED as recommended; also REQUESTED the County Librarian to report on issues the Commission will pursue in the future that will include implementation of the Master Plan, the incorporation of resources of all public agencies and private interests to facilitate the concept of a library being a program for information sharing and transfer, and incorporate a focus on super data highway deployment in libraries in the future; and REQUESTED the County Librarian to work with the cities and the City/County Relations Committee in reviewing library policies in conjunction with budget restraints and the role of libraries today and in the future. VOTE OF SUPERVISORS XX _ _ _ I HEREBY CERTIFY THAT THIS IS A TRUE UNANIMOUS(ABSENT ) 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 1, 1994 Contact: PHIL BATCHELOR,CLERK OF THE BOARD OF cc: County Administrator SUPERVISORS AND COUNTY ADMINISTRATOR County Librarian County Library Commission (Via County Librarian) Auditor-Controller BY ' DEPUTY CONTRA COSTA COUNTY v RECEIVED-,. CONTRA COSTA COUNTY LIBRARY IAN 12 1994 INTER-OFFICE MEMO OFFICE OF COUNTY ADMINISTRATOR TO: Claude Van Marter, Assistant County Administrator FROM: Anne Marie Gold, County Librarian 01 SUBJECT: Reauthorization of Library Commission RECOMMENDATION Continue the Contra Costa County Library Commission under the current method of formation and with the same purpose and duties for a one year term from March 16, 1994 through March 14, 1995. BACKGROUND The Contra Costa County Board of Supervisors initially established the Contra Costa County Library Commission on March 12, 1991 for a two year period from March 15, 1991 through March 14, 1993. Attached is the Board order from the March 12, 1991 meeting establishing the Commission and outlining its purposes and duties. On February 23, 1993 the Board of Supervisors reauthorized the continuation of the Library Commission for a one year term to March 14, 1994. It also referred to the City/County Relations Committee the issues of representation from the unincorporated areas and an adequate level of ethnic representation on the Commission. Contained within the original March 15, 1991 Board order creating the Commission is the process whereby the Library Commission can be continued for additional periods of time: "...the Commission ...may be continued for additional periods of time, with the approval of the Mayors's Conference and the Board of Supervisors." The City/County Relations Committee discussed the issues of unincorporated area representation and ethnic representation on the Commission, and the Education Commission discussed representation from the schools. The Mayor's Conference discussed both of these issues and approved the continuation of the Library Commission for a two year term until March 14, 1995. Attached is the letter from the Mayor's Conference confirming their agreement extending the term of the Library Commission. Because the Mayor's Conference has already agreed to extend the term of the Library Commission until March 14, 1995, no further action need be requested of the Mayor's Conference. The County Library Commission has continued to be an invaluable linkage to the cities and communities served by the County Library, particularly so over this past year in seeking supplemental funding from the cities. As the library continues to address the need to reorganize its operations in view of continuing budgetary reductions, the input of the Library Commission will continue to be crucial to insure a service program that reflects community specific needs. c Ajcannekommission\reauth.93 TO: BOARD OF SUPERVISORS Contra `ROM` INTERNAL OPERATIONS COMMITTEE Costa DATE: March 7, 1991 County SUBJECT: COMPOSITION OF PROPOSED COUNTYWIDE LIBRARY COMMISSION SPECIFIC REGUEST(S)OR RECOMMENDATION(S)A 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 ATTACHME s__1_yfS1_11 $ SIGNATURE: RECOMMENDATION OF UN I ATOR RECOMMENDATION OF BOARD COMMITTEE APPROVE r SIGNATURES: I ODER SUNNE WRIGHT McPEAK �R.. ACTION OF BOARD March 21 1991 APPROVED AS RECOMMENDED X OTHER_ VOTE OF SUPERVISORS 1 HEREBY CERTIFY THAT THIS 18 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 /a, /Pr/ PHIL BATCHELOR.CLERK OF THE BOARD OF f ( AJ4 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. I 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. -2- 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 -3- 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 -4- 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 Coimty--42tbrarian- 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) -5- SUMMARY OF THE PROCEEDINGS BEFORE THE BOARD OF SUPERVISORS OF CONTRA COSTA COUNTY MEETING IN ALL ITS CAPACITIES PURSUANT TO ORDINANCE CODE SECTION 24-20402 TUESDAY, FEBRUARY 23, 1993 (Supervisor Powers absent) CONSENT ITEMS: Approved as listed except as noted below: 1.40 Deleted; action taken by the Board on February 9, 1993. 1.86 CORRECTED the effective date of the contract amendment with HHL Financial Services, Inc., to April 3, 1992. 1.90 CORRECTED the contract limit to reflect the increase to be $1,357,482 with Regional Ambulance, Inc. 1.111AUTHORIZED the Chair, Board of Supervisors, to execute a mutual consent franchise agreement extension for the Keller Canyon Landfill, and REQUESTED staff to return to the Board in the near future to consider the rate. DETERMINATION ITEMS: Approved as listed except as noted below: 2.1 APPROVED the recommendations of the County Administrator as a preliminary response to the report from the 1992-1993 Grand Jury on Hazardous Materials Programs, and REQUESTED the Internal Operations Committee to expedite consideration of the member status and recommendation for membership to the Technical Committee of the Oil Refinery and' Chemical Plant Safety Preparedness Act. 2.6 REFERRED to the Education Committee and the City/County Relations Committee the Contra Costa County Library Master Plan for 1993-1998; and REFERRED to the Education Committee policy issues and possible joint venture with the schools with a report to the Board also in 60 days (April 27, 1993). 2.7 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 an adequate level of ethnic representation on the Commission with a report to the Board in 60 days (April 27, 1993) . 2.8 CONTINUED to March 2, 1993 consideration of the report from County Counsel recommending the adoption of an urgency interim ordinance clarifying solid-waste transfer station establishment regulations. 2.9 CONTINUED to April 6, 1993 consideration of the report from the Public Works Director on negotiations between Hal Porter Homes and Oak Builders relative to Subdivision 5946. TIMED ITEMS: 9 A.M. H.A ACCEPTED report of Joan Sparks, Chair, on the Contra.Costa County Employees' .Combined Charity Campaign, and DIRECTED that letters of appreciation be sent to all who worked on the campaign. 1 - (2/23/93-Sum) Contra Costa County MayorsConference REPRESENTING .Peg Kovar,Executive Secretary THE MAYORS RECEIVED 1078 Hacienda Drive OF: Walnut Creek, CA 94598 Fax (510) 934-3963 J� - 6 19M Phone (510) 937-2951 ANTIOCH BRENTWOOD CLERK BOARD OF SUPERVISORS July 2, 1993 CONTRA COSTA CO. CLAYTON CONCORD DANVILL Anne Marie Gold, County Librarian 1750 Oak Park Blvd. EL CERRITO Pleasant Hill, CA 94523 HERCULES LAFAYETTE Dear Ms. Gold: MARTINEZ As you are aware, at last night's meeting, the members of the Contra Costa County Mayors' Conference did not agree with the MORAGA proposal to authorize the addition of 12 special representatives ORINDA to the Contra Costa County Library C.anmission. PINOLE On a vote of 12-3 the Mayors felt that a 38 member Commission would be far too large to be effective. While the goal to increase PITTSBURG special representation is laudable, some indicated that the goal PLEASANT HII.L could be met through the normal nominating process. RICHMOND The Conference did agree to extending the term of the Library Commission from March 14, 1994 to March 14, 1995. SAN PABLO SAN RAMON V sincerely yo S, WALNUT CREEK / Peg Kovar Executive Secretary cc: Board of Supervisors Gwen Regalia, Chair City/County Relations Committee