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HomeMy WebLinkAboutBand Kate ASHLAND CITY BAND TOPIC DISCUSSION PAPER: ISSUE STATEMENT: Should the City Band remain in the Charter? EXISTING CHARTER LANGUAGE AND ORDINANCES: ARTICLE XXI - City Band Section 1. At the time of making the tax levy for general City purposes each year, the Council shall cause a careful estimate to be made of the money required for the purpose of a City Band for the ensuing year, such estimate shall be presented and considered with the other items in the annual budget and there shall be included in the general levy for the ensuing year not to exceed six-tenths (.6) mills on the dollar for such band requirements, which fund, when collected, shall be deposited with the City Recorder, subject to the order of the Council. ORDINANCE (see below) Budget: The '03-'04 Budgeted amount for the Band was: $56,750. Actual expenditures were: $43,417. Of that total, $3,660 was for the Band Director; $2,600 for music; $1,200 for the Band Shell, $1,750 for the services of RVTV; $5,100 for insurance and administration fees; and $29,000 was paid to the musicians, who number between 70 and 80. The budget is presented to the City Finance Director in December of each year. Accountability: The Band Director is selected by the mayor, with confirmation by the council. The Band Director selects the musicians for the band. The City Attorney is consulted as necessary. Organization Impact: Is provided by the Band Board, as in Ordinance 2.56 ALTERNATIVE CHOICES & PRACTICAL CONSEQUENCES OF CHANGE: 1 The Band could be removed completely from the charter. Consequences: Eliminating the band would require the city council to include it as a line item in the budget, assign it to a department (Parks & Recreation) for oversight and establish an ordinance to continue the band and the band board. Budget: would be put into Parks and Recreation, and be subject to council approval. Accountability: Would be assigned to Parks & Rec. Organizational Impact: Ordinance (2.56) would be modified to establish the band and to change reporting to P & R. 2 The Band could be left in the charter without a funding source. Consequences : Leaving the band in the charter with no specific funding source would reinforce the city's commitment to the band but leave it open to presenting a budget request every year and assign it to a department (P & R) for oversight. Budget, Accountability, and Organizational Impact are the same as in Alternative #1. 3 The Band could be left in the charter, but with a new and less specific funding source. Consequences: Budget: A funding formula could be developed that was tied to current city budgeting practices; the band assigned to a department (P & R) for oversight. Currently the band levy is automatically budgeted because of language in the charter (.0006 mil). Post Measure 50 required that the city charge itself in the charter to specifically fund the band. The .0006 mile could be replaced with a budget using 04-05 actual expenditures that has subsequent increases built on annual city budget guidelines. Accountability and Organizational Impact: as above. Ashland Municipal Code 2.56 City Band 2.56.010 Band Board Established Membership The Ashland Band Board is established and shall consist of six voting members appointed by the mayor with confirmation by the council. The board shall also consist of one non-voting ex officio member, who shall be the director of the band. (Ord 2830, Amended, 10/20/1998) 2.56.015 Band Board Terms Vacancies The term of voting members shall be for three years, expiring on April 30 of each year. The members serving on the band board as of September 1998 shall serve until April 30, 1999. Any vacancy shall be filled by appointment by the mayor with confirmation by the city council for the unexpired portion of the term. The terms of the six members appointed to succeed those members whose terms expire in April 1999 shall be staggered in the following manner: Two members shall be appointed for one year, two members for two years, and two members for three years. The length of the initial terms for these six members shall be determined by the mayor at the time of appointment. Their successors shall be appointed for three-year terms. Any board member who is absent from four or more meetings in a one-year period shall be considered no longer active and the position vacant, and a new person shall be appointed to fill the vacancy. (Ord 2830, Amended, 10/20/1998) 2.56.020 Quorum Rules and Meetings Four voting members of the board shall constitute a quorum. If a quorum is present, the affirmative vote of a majority of members present at the meeting and entitled to vote shall be sufficient to conduct business. The board may make rules and regulations for its meetings and procedures consistent with city ordinances, and shall meet as necessary but not less than once per year. At its first meeting, the board shall elect a chair, who shall preside over all meetings and perform such other duties as may be necessary for the administration of the band, band board and this chapter. A vice-chair shall also be elected who shall serve in the absence of the chair. (Ord 2830, Amended, 10/20/1998) 2.56.025 Powers and Duties Generally The powers, duties and responsibilities of the Ashland Band Board shall be as follows: General supervision and control over the Ashland City Band. Report at least annually to the mayor and city council of the activities of the band. On or prior to December 15 of each year, report to the mayor as to the activities and welfare of the band. Determine compensation for the band director and members in accordance with the band’s approved budget. (Ord 2830, Amended, 10/20/1998) 2.56.030 Director Appointment, Duties, Compensation Prior to January of each year, after receiving the report of the band board under section 2.56.025, the mayor, with confirmation by the council, shall appoint a band director who shall serve at the pleasure of the mayor. The director shall: Promote, organize and direct the Ashland City Band, Select the musicians for the band, Appoint a band secretary who shall keep minutes of all band board meetings, records of the organization and shall particularly keep a careful and accurate record of attendance by all members. The secretary shall serve at the pleasure of the director and perform such other duties as may be assigned by the director. Appoint a band librarian, who shall have charge of and shall carefully keep all the sheet music now owned or hereafter acquired by band. The librarian shall keep proper and complete records of all property placed in the librarian’s custody and shall make a proper inventory and accounting thereof at the end of the year. The librarian shall serve at the pleasure of the director and perform such other duties as may be assigned by the director. Appoint a quartermaster who shall have charge of and shall carefully keep all band uniforms and other property which is now owned or may hereafter be acquired by the band. The quartermaster shall serve at the pleasure of the director and perform such other duties as may be assigned by the director. Perform such other services as may be reasonably requested by the band board. (Ord 2830, Amended, 10/20/1998) 2.56.040 Budget Prior to the preparation of the City budget each year, the band board shall cause a careful estimate to be made of the band's needs for the ensuing year in view of the funds to be available and shall submit same to the director of finance for consideration with the other budgetary matters. Through the city’s budget process, the City Council shall fix and determine the Band's budget for the ensuing year. (Ord 2830, Amended, 10/20/1998) 2.56.060 Performances The City Band shall present not less than ten concerts, including the Fourth of July parade, during each summer season. (Ord 2830, Amended, 10/20/1998) PRINTCLOSE