HomeMy WebLinkAbout2005-0331 Charter Agenda Packet
CITY 01'
ASH LAI'~D
Agenda
Charter Review Committee
Public Input City Band
March 31 , 2005
Siskiyou Room, Community Development Building
51 Winburn 'Way
7:00 p.m. - 9:2:0 p.m.
I Welcome, call to order.
· Approval ofrninutes from March 3, 2005
II Public Forum for Itenls not on the agenda 15 minutes total (each speaker is limitl~d to 3
minutes)
III Public Information update 30 minutes
. SOU forum
. May meeting time and location
. Employee survey
IV Topic Discussion Presentation on City Band (Montgomery) 5 minutes
V Public Input on City Band (each speaker is limited to 3 minutes) 50 minutes
VI Committee deliberation and decision on final recommendation. 40 minutes
VII Other items from Committee Members 10 mlinutes
VIII Adjourn
The Charter Review Committee values citizen comment on our work in reviewing
the City Charter.
*The Public Forum is the time to speak to any item related to the Charter NOT on the pnlnted
agenda.
* Agenda items that the public is invited to comment on are listed as "Open for Public Input" on
the agenda.
* A comment offered on an agenda item does not automatically allow the participant to continue
commenting throughout the nrleeting deliberations.
*Written comments are encouraged and always appreciated.
Please complete a Blue Speaker Request Form and bring itforward to staff.
- - ".- - ......- ----:-------....~......-.;--
TOPIC DISCUSSION PAPER:: ASHLANI) CITY BAND
ISSUE STATEMENT: Should the City Band remain in the Charter?
EXISTING CHARTER LANGUAGE AND ORHINANCES:
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)
Bud2et: 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 1br the Band
Shell, $1,750 for the services ofRVTV; $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.
Accountabilitv: The Band Director is selected by the mayor, with confirmation by the council.
The Band Director selects the Inusicians for the band. The City Attorney is consulted as .
necessary.
On!anization Impact: Is provided by the Band Board, as in Ordinance 2.56
ALTERNATIVE CHOICES & PRACTICAL CONSEQUENCES OF CHANG~E:
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 bcmd and the band board.
Budget: would be put into Parks and Recreation, and be subject to council approval.
Accountabilitv: 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 cha.rter 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 d~"Partment (P & R) for oversight.
Budget. Accountabilitv. 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 Establisbed ME~mbersbip
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 Inembers 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 Meetin~~s
Four voting members of the board shall constitute a quorum. If a quorum is present, 1he
affirmative vote ofa 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 shaH 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 I)uties 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 Inayor 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 'Nelfare of
the band.
Determine compensation for the band director and rnembers 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 compJlete 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 1the 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 o'wned or may hereafter be acquired by the band. The quartermaster
shall serve at the pleasure of the director and perfolm such other duties as may be assigned by
the director.
Perform such other services as lmay 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 budg1etary
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)
PRINT CLOSE
CHARTER REVIEW COMMITTEE
Ml\.RCH 3, 2005
PAGE 1 of5
DRAFT
Charter Review Committee
March 3,2005
Regular Meetin~~ Minutes
Council Chambers, 1175 East Main Street
I. CALL TO ORDER: Comm1lttee Chair John Enders called the Ashland Charter Review Committee
meeting to order at 7:02 p.m. on 11arch 3, 2005 in the Civic Center Council Chambers.
Members Present:
John Enders, Hal Cloer, Kate Culbertson, Laurie MacGraw, Pam :Marsh, Keith
Massie, Donald Montgomery, Nlichael Riedeman and Carole Wheeldon.
Members Absent:
None
Staff Present:
Mike Franell, City Attorney
April Lucas, Assistant to City Recorder
Carole WheeldonlHal Cloer mls to approve the minutes of February 17, 2005 as submlitted. Voice
Vote: All AYES. Motion passed..
II. PUBLIC FORUM
Elizabeth Austin/272 Greenbriar Place/Noted Ashland's rich heritage and the amazing people who live
here. Ms. Austin stated that the City needed a Charter that "aims high and digs deep" and she spoke
against developing a "cookie-cutter Charter". Ms. Austin urged the Committee to revisl~ the Charter
based on community values and asked them to make citizen involvement a top priority.
Art Bullock/791 Glendower/ Asked the Committee to consider adding 4 extra public forums to their
schedule. Mr. Bullock explained that without due public involvement, the Committee would end up with
proposals that lack voter support. Mr. Bullock presented his forum schedule and noted there were a
number of issues that would combine nicely together. N,[r. Bullock proposed schedule included:
April 7th - City Manager
May 5th - Planning and Parks Dept.lCommissioners
June 2nd - Electing City Council
July 7th - City Recorder and Municipal Judge
August 4th - Code of Ethics/City Band/Fire & Police.
Mr. Enders stated that the Committee would consider Mr. Bullocks suggestions.
III. GUEST SPEAKER LINDSAY BERRYMAN (GOVERNMENT STRUCTURE)
Lindsay Berryman stated that she was the Mayor of Medford for the past 6 years. 1\1s. Berryman
explained that the purpose of public service was to provide fair government and effective management.
She explained that when she became Mayor, she itnplemented a system for evaluating their City
Manager. She also stressed the importance of having a Community Vision, although she suggested that
the Vision Statement not be included in the Charter because values tend to change.
Ms. Berryman stated that a Mayor should only be allowc~d to vote if there is a tie and noted that some City
Manager's tend to lead through intimidation. Ms. Berryman clarified that the City Council could
determine whether the City Manager has the authority to hire or fire at will, and stated the Council could
require that the Manager have a valid case for terminating a City employee.
CHARTER REVIEW COMMITTEE
MARCH 3,2005
PAGE 2 of5
Ms. Berryman clarified that to establish their City Manager evaluation process, the City of ~{{edford hired
a consultant, formed focus groups and adopted an ordinance. She added that it was difficult to develop
their strategic plan and integrate it with the City's budget.
Ms. Berryman voiced her support for the Mayor having a strong role in the appointments to Committees
and Commissions. She added that the Mayor is the person responsible for establishing the tone and
direction of the City and therefore should have a hand in selecting the persons who will <carry out that
VISIOn.
GUEST SPEAKER BURKE RAYMOND (GOVERNMENT STRUCTURE)
Burke Raymond stated that the primary purpose of loeal government was to provide senrices and that
which services to provide was a policy decision that should be made by the elected officials of the
community. Mr. Raymond noted the difference betwe:en effectiveness and efficiency and stressed that
services needed to be delivered in an effective manner. He stated that in his opinion, a City Manager is
the best person to manage the effectiveness of the delivery of services.
Mr. Raymond explained the four primary types of local government:
1) Weak Mayor/Strong Council
Mr. Raymond explained that this was the first type of government used and stated that it still exists today
in some communities. In this il:)rm of government the Council operates through committees and as a
result, there is very low accountability.
2) Strong Mayor/Weak Council
Mr. Raymond explained that this type of government is used in some of the larger cities and is growing in
popularity because citizens feels there is more political responsiveness. In this form, the Mayor appoints
everyone from the department heads to the committee nlembers. All of the personnel report: to the Mayor
and the Mayor then reports to the Council. The prirrlary functions of the Council are to approve the
budget and deal with land use issues. Accountability is high in this form, because everyone knows that
the Mayor is running the organization, however there is no assurance that the elected Mayor will know
how to do the job.
3) Commission
Mr. Raymond noted that Portland, Oregon uses this fonn of government, although they are one of the few"
large cities who use it. In this form, the Mayor allocates the various city departments to each of the
councilors and the councilors then run that department. Accountability in this form is high, however there
are often problems of "log rolling" at the council table.
4) CounciVManager
In this form of government, the Council appoints a qualified professional to perform the day to day
operations. The City Manager does not pick the services that the city offers, but is n~sponsible for
ensuring that the services are carried out as outlined by the Council. If the City Manager does not
perform, they can be frred by the City Council. Mr. Raymond noted that the average tenure for a City
Manager is 6-7 years.
Mr. Raymond stated that in his experience, the hiring of department heads was always the City Manager's
responsibility, however when he was City Manager he would ask the City Council to sit in during the
final stages of the interview process.
CHARTER REVIEW COMMlTIEE
MARCH 3, 2005
PAGE 301'5
Mr. Raymond expressed his support for the CouncillManager form of government and clarified that in
this form it is important for the Council and City Managl~r to work together. He explained that individual
councilors should not go directly to the department heads if they have an issue, but should work through
the City Manager, and likewise the City Manager needed to deal with the Council as a whole. He also
commented that in this form of government, the City M:anager works for the Council, not the other way
around.
Mr. Raymond stated that the judicial system should be kept separate and felt that the municipal judge
should remain an elected position. However he does not support electing the City Recorder or department
heads, stating that elected persons do not have to be loyal to the organization, only the voters who elected
them.
In terms of Council compensation, Mr. Raymond agreed that there should be a modest compensation, but
noted that in his experience money was not a factor for persons running for office, instead their key
motivation was wanting to give back to their community.
IV. PUBLIC INFORMATION
Review Proposed Timeline / Discuss Additional Proposed Meetings
Ms. Wheeldon clarified that the Committee had previously agreed that 7-9:30 p.m. was the preferred time
to meet.
Mr. Enders stated that now was the appropriate time for the Committee to remove any of the new issues
from discussion.
Keith Massie stated that the Periodic Charter Review and the PayIHealth Benefits for CouncillMayor
could be potential Charter material. He also suggested that the City Band remain in the Charter and that it
be removed from further consideration.
. Michael Riedeman agreed that th(~ Committee should discuss the Periodic Charter Review and PayIHealth
Benefits and suggested that the Committee also discuss Instant Run-Off Elections, Voting for the Top
Three Vote Getters, Mixed Wards and discuss adding a Preamble to the Charter.
It was noted that the Committee had previously reached a consensus to remove th(~ Fire/Police,
Annexation, and Term Limit issues from their list of diseussion items.
Suggestion was made to take :a majority vote on whether to remove new items frorn discussion.
Comment was made that the CorrLmittee needed to start paring down their list, not adding to it.
Some opposition was voiced regarding taking a vote at this point in the process.
Periodic Charter Review
Comment was made that there is no need to schedul{: a review, if there is enough dissatisfaction the
citizens will request that the Charter be changed. Opposing comment was made that if the Charter was
reviewed every so often, it would not require the formation of a committee and would not be such a time
consummg process.
Keith Massie left the meeting at 8:45 p.m.
Carole WheeldonlLaurie MacGraw mls to include: the Periodic Charter Revision lto the list of
discussion topics. Voice Vote: All AYES. Motion passed.
CHARTER REVIEW COMMITTEE
MARCH 3, 2005
PAGE 401'5
Pay Compensation for Mayor/Council
City Attorney Mike Franell noted that it is common to have a mechanism for establishing pay in the City
Charter. He noted that there is currently a mechanism for compensation in Ashland's current Charter;
Article 3, Section 3, and noted that the current Charter n:quires that any salary change other than the City
Recorder's be subject to a vote by the people.
The Committee noted that the Council compensation had remained the same since 1974, which is $300 a
year plus health benefits. Mr. Franell noted that the provision for health benefits was not in the Charter,
but was adopted through an Ordinance.
Suggestion was made that the cOInpensation not be included in the Charter and this issue would be best
addressed through an Ordinance.
Carole WheeldonlLaurie MacGraw mls include the issue of Council compensation to the list of
discussion topics. Voice Vote: All AYES. Motion passed.
Instant Run-Off Elections. Top TIlfee Vote Getters. Mixed Wards
Mr. Franell stated that instant run-{)ff elections were not necessary in Ashland because we do not require a
majority vote.
Carole Wheeldon / Pam Marsh mls to have all three .~Iection issues included on the list of discussion
topics and that they be discussed as one issue. DISCUSSION: Comment was made that there has
been no indication that there is a problem with the City's current election process. Oth(;:r Committee
members disagreed. It was noted that several citizens at the public forum asked that this issue be
addressed.
Carole Wheeldon/Pam Marsh mls to amend this issue to address only how council rnembers are
elected. Voice Vote: Pam Marsh, Donald Montgomery, Michael Riedeman, Carole Wheeldon, Kate
Culbertson, YES. John Enders~, Hal Cloer and Laurie MacGraw, NO. Motion passed :;-3.
.\ l) rJ: " '.: . \ I ..... ,<. ,,' .- \ "I t-. \, \ (\ i, . ' . \ ( l" I ;,'~' :"
Preamble value staiement \ \', '\:/ " ~ ~ \,,/'\ . \ C. r .' '\ \ \ '" c (. \.. l <~.. .
Michael Riedeman motion to include ~ coriittftiriltY value statement or preamble in the Charter.
Motion dies due to lack of a second.
Comment was made that values: change over time and the appropriateness of including them in the
Charter was questioned. Suggestion was made to indicate in the Charter that the elected officials are the
ones responsible for the long teml visioning.
Carole Wheeldon suggested that they use the last sentence of the Community Values state:ment as their
preamble. Ms. Wheeldon read the sentence aloud and the Committee agreed that this would make a nice
preamble and agreed to leave this on the table and see if they have citizen approval.
Timeline
It was noted that several Comnlittee members would not be able to attend the March 17th meeting.
Suggestion was made for the COlnmittee to work through subcommittees through the month of March to
develop the discussion templates.
The Committee discussed who would work on each template issue with the Public Outreach
Subcommittee and agreed that Don Montgomery and Hal Cloer would work on the Govemrnent Structure
topic, John Enders would work on the City Recorder and Municipal Judge topic, Keith lMassie would
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rt ~ .I 'v i~~[.! , I U 4: f1 ~ .l,.- c tA, t l ( -\ t <",'
'.' 1.. \ .. \ _.." ..'
CHARTER REVIEW COMMITTEE
MARCH 3, 2005
PAGE 5 of5
work on the Periodic Charter Review topic, and Michael Riedeman would work on the PayIHealth
Benefits and Council Election topics.
The Committee discussed when they would be able to meet with the Public Outreach Committee. Ms.
Wheeldon stated she would put together a schedule and email it to the Committee.
Carole WheeldonlMichael Riedeman m/s to cancel the meeting on March 17th. DISCUSSION: It
was noted that there would not be a quorum at the March 17th meeting. Voice Vote: All YES. Motion
passed.
Kate Culbertson submitted infonnation on the City Band..
The Committee discussed if they should move ahead with the additionally scheduled meetings. Although
a few Committee members stated that they would not be able to attend the additional meetings, there was
a consensus that the Committee did not want to extend their timeline.
Carole WheeldonlHal Cloer m/s to adopt the new m,eeting timeline. Voice Vote: Hal Cloer, Kate
Culbertson, Laurie MacGraw, Pam Marsh, Don:dd Montgomery, John Enders and Carole
Wheeldon, YES. Michael Riedeman, NO. Motion pa,ssed 7-1.
V. OTHER ITEMS FROM COMMITTEE MEMBERS
VI. ADJOURNED: Meeting adjourned at 9:30 p.m.
Respectfully Submitted,
April Lucas, Assistant to City Recorder
The band currently costs $57,500 per year. The current Ashland City Charter says:
Article 21 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.
Based on what over 300 voters have said in the Constitution Survey-Dialogue Series, Ashlanders
want the Charter stronger, clearer, and based on our community values. The Survey-Dialogue
series is not sponsored by the City, and is independent of Charter Review Committee. By a vote of
the electorate, Article 21, Section 1 can be replaced vvith the following draft amendnlent or similar:
Draft Amendment:
Article 21. City Band.
Section 1. We The People of Ashland, Oregon value and hereby acknowledge' volunteer
musicians' contributions to our community throufJ,h the Ashland City Band. Since 1876,
Ashland City Band musicians have brought qualit~v music to our children, our families, and
our visitors. We honor that legacy. We hereby est,ablish through our ongoing commitment,
appreciation, and funding of the .Ashland City Band, that the music of the people, by the
people, and for the people, shall continue in Ashlarnd. To protect and support our
community's longstanding tradition of an annual series of free public concerts, we hereby
establish that a minimum of $60,000 be included ill the annual City budget for the Ashland
City Band. This amount shall be adjusted annuall~v for inflation or special costs necessary to
sustain the band and its performances. These funds shall be used to provide (1) music,
equipment, and supplies for the Ashland City Band and the Band Board Of Directors, (2)
professional-quality audio-taping and video-tapinn of each performance for local radio and
television broadcast, with arrangements for individuals to be able to purchasE~ their own
copy for home use, (3) modest but adequate comp1ensation for the Ashland Ci'ty Band
Director's duties, and (4) an honorarium to each Band performer with deep grcltitude from the
people of Ashland.
What can you do?
1. You can attend the public forum dedicated to the Bclnd topic, on Thursday, March 31, 7-9:30 pm at
the Community Building on Winburn Way, across froITI the Lithia Park entrance.
2. You can educate yourself and contribute to the inde!pendent Ashland Constitution effort:
www.ashlandconstitution.ora. You can help prepare draft language for this and othe~r Charter
amendments.
3. You can join Dialogue #7 on Sunday, Apr 10, 1-4prn at Ashland Library, Greshaml St. entrance.
4. You can write or email your comments to the ChartE~r Review Committee. Submitted emails are
published on the City's web site (www.ashland.oLus) as public records.
5. You can help your neighbors construct a ballot measure that represents your values and your
vote.
TOPIC DISCUSSION PAPER:
ASHLAND CITY BAN[)
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: attached
Budaet: 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; $5,1 DO for
insurance and administration fees; and $29,000 was paid to the musicians, 1Nho number
between 70 and 80.
The budget is presented to the City Finance Director in December of each year.
Accountabilitv: 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.
Oraanization Impact: Is provided by the Band Board, as in Ordinance 2.5E>
ALTERNATIVE CHOICES & PRACTICAL CONSEQUENCES OF CHANGE:
1 The Band could be removed completely frolm 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.
Budqet: would be put into Parks and Recreation, and be subject to council
approval.
Accountabilitv: Would be assigned to Parks & Rec.
Orqanizationallmpact: 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.
Budqet. Accountabilitv, and Orqanizationallmpact 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:
Budqet: 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 .3 budget using 04-05 actual expenditures
that has subsequent increases built on annual city budget guidelines.
Accountabilitv and Orqanizationallmf)act: as above.
2.56 City Band
2.56.010 Band Board Established Membership
The Ashland Band Board is established clnd 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.
COrd 2830, Amended, 10/20/1998)
2.56.015 Band Board Terms Vacancies
The term of voting mernbers 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 tlhose
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.
COrd 2830, Amended, 10/20/1998)
2.56.020 Quorum Rules anc:l 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 procedlures
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 rnay be
necessary for the administration of the band, band board and this chapter. A
vice-chair shall also be elected who shal!l serve in the absence of tile chair.
COrd 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.
COrd 2830, Amended, 10/20/1998)
2.56.030 Director Appointnlent, 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 lat 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.
COrd 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.
COrd 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.
COrd 2830/ Amended, 10/20/1998)
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