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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 \\ \\ <t If 0. r) \ 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) PRINT CLOSE