The following chapters of the municipal code pertain to the formation and function of the library board:
- Article III, Division 1, Section 2-67 – Section 2-76 (BOARDS, COMMITTEES AND COMMISSIONS – GENERALLY)
- Article III, Division 2, Section 2-96 – 2-98 (BOARDS, COMMITTEES AND COMMISSIONS – LIBRARY BOARD)
Article III. – Boards, Committees and Commissions
Division 1. – Generally
Sec. 2-67. – Purpose
The purpose of this chapter is to establish organizational requirements for all commissions, boards and committees, whether permanent or temporary in nature. For purposes of this chapter, the terms “commission,” “board” or “committee” shall all mean the same thing and shall be referred to collectively as Board in this article.
Sec. 2-68. – Establishment.
All permanent boards, commissions or committees shall be created by ordinance. Temporary or ad hoc boards shall be created by resolution. The creating legislation shall specify the number of members, the powers and duties of the members, any enabling or regulatory authority required by each particular appointed body and, if temporary, the duration of the Board.
Sec. 2-69. – Organization.
(a) Each Board shall consist of an odd number of members appointed by the Mayor and approved by the Council. There shall also be appointed to those boards so specified by ordinance a City Council liaison who shall have no vote and who shall not be counted for quorum requirements.
(b) Each Board shall elect from the voting members a chair, vice-chair and secretary, all of whom shall serve a term of one year. Officers may be reelected for up to three successive terms. The Secretary shall keep accurate written minutes of all proceedings of the Board, copies of which shall be submitted to the City Council.
(c) Members shall receive no salary or compensation in any form for their work in connection with the activities of a board, committee or commission.
Sec. 2-70. – Residency.
All members shall be residents of Independence unless specifically permitted by ordinance or resolution. In no case shall nonresident members comprise a majority or more of appointed members.
Sec. 2-71. – Number and place of meetings.
Each board shall meet at least once a month, unless specified by ordinance. Each meeting shall be held at a regular day, time and public place.
Sec. 2-72. – Term of office.
Each member shall be appointed to a term of office for a period of three years or until their successors are appointed and qualified, and their terms shall be staggered so that the term of office of not more than a majority will expire in the same year.
Sec. 2-73. – Vacancy and appointment.
Upon the death, resignation or removal by disqualification or expiration of the term of office of any member of the commission, his or her successor shall be appointed in the manner of the original appointment by the mayor, subject to ratification by the City Council, and such member shall hold his or her membership on the commission for the unexpired term to which he or she is appointed.
Sec. 2-74. – Quorum, votes and abstentions.
(a) A quorum consists of a majority of the members of the Board and a final decision may be made by an affirmative or negative vote of a majority of the members present.
(b) Abstentions. The reason for an abstention from voting must be publicly stated and recorded in the minutes. When a member abstains from voting, that vote does not count as either an affirmative or negative vote.
Sec. 2-75. – Reporting requirements.
At the request of the City Council a board shall file with the Council a report of that board’s activities for the previous year.
Sec. 2-76. – Removal of members.
Any member of any board or commission who shall fail to attend a total of 33 percent of the regular meetings of the Board or who shall miss three consecutive meetings in any one calendar year shall be disqualified from service on the Commission and shall be replaced in the manner prescribed above.
Division 2 – LIBRARY BOARD
Sec. 2-96. – Established.
The Independence Public Library continues to be established pursuant to ORS 357.400 through 357.621.
(1) The Library Board shall consist of seven members and a nonvoting council liaison who shall be residents of the city or residents of the county area surrounding the city who have Independence as their post office address.
(2) The City Librarian shall serve as secretary to the Board and keep the record of its actions.
(3) The Board may establish and alter rules relating to its government and procedure, subject to the approval of the Council.
(4) Each member shall be appointed to a term of office for a period of four years or until their successors are appointed and qualified, and their terms shall be staggered so that their term of office of not more than a majority will expire in the same year.
Sec. 2-97. – Duties.
The Library Board shall:
(1) Keep informed about current trends in library administration;
(2) Study library growth and needs in the city and its vicinity;
(3) Develop and recommend to the Council long-range plans for library services and facilities consistent with city priorities and with state, regional and national goals pertinent to libraries;
(4) Recommend sites for library facilities to the Council;
(5) Participate in the planning for library facilities;
(6) Recommend to the Council types of library services for the city and its vicinity;
(7) Investigate sources of funding for library services and facilities;
(8) Recommend to the Council policies for the acceptance and use of gifts for library purposes;
(9) Participate in the annual budget process of the city as that process pertains to the library;
(10) Recommend to the Council policies conducive to efficient and effective operation of the library;
(11) Review and recommend to the Council terms for contracts and working relations with other public agencies regarding library service;
(12) Submit reports as requested by the Council.
Sec. 2-98. – Internal administrative policies and procedures.
The City Manager shall be the fiscal and internal administrative agent for the library which shall operate in conformance with city administrative procedures including the following:
(1) Personnel, including recruitment, selection, classification and pay for department staff;
(2) Personnel matters including discipline and grievances;
(3) Receipts, disbursements and accounting for moneys;
(4) Maintenance of general books, cost accounting records and other financial documents;
(6) Budget administration;
(7) Operation and maintenance of equipment and buildings.