CC - Agendas - City Council - REGULAR - 10/23/2012

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if. r. COUNCIL AGENDA MEMO - October 23, 2012 DEPARTMENT: Library AGENDA ITEM: Adoption of Resolution No. 4150-1311 establishing a Library Advisory Board as a standing committee of the Prescott City Council Approved By: Date: Department Head: Roger Saft Finance Director: Mark Woodfill City Manager: Craig McConnell ai /10-(6 - (Z Summary At its October 2, 2012, workshop the City Council expressed interest in creating a standing committee to advise the Library Director and Council. Adoption of this resolution will establish a Library Advisory Board. Background As part of the ongoing examination of the General Fund and FY 2013 Budget preparations, charges for meeting room use at the library were instituted. After much discussion and a series of meetings between representatives of the City Council and Friends of the Prescott Public Library, implementation of these fees was deferred. An advisory board for the library, created as a standing committee of the Council, will provide advice to the Director and Council in matters of library policy. The board will also create a public forum for continued policy and service level review, and provide recommendations to Council on cost-recovery for Library services. Per City Code Chapter 1-13, standing committee membership shall consist of five members to be appointed by the City Council for two-year, non-staggered terms, appointed in March of even-numbered years following the previous fall election. The Board Chair and Vice-Chair are also appointed by the Council, and designation of a Council liaison is standard. The attached resolution further calls for membership preferences to include at least one (1) member representing the pre K-12 educational community and at least one (1) member to represent the youth community. It is also anticipated that a non-voting representative of the Friends of the Prescott Public Library will also participate to assure consistent communication is maintained. If approved, the board vacancies will be advertised, and interested persons will be required to submit an application for review by the Council Appointment Committee, which will make recommendations as to appointments. Ideally, the application and appointment process will be completed by the end of December 2012 to enable the board to begin its work, with the first goal being review of services, costs and revenues and recommendation of an appropriate cost-recovery policy. Based on the described timing, terms for members appointed in December 2012 would expire in March 2014, with new appointments made by the then-seated Council. The ongoing goals and 1