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Library Board of Trustees Term ChangesDubuque THE CITY OF -----~ Dui E A~~~ ~ r Masterpiece on the Mississippi 2007 TO: The Honorable Mayor and City Council Members FROM: Michael C. Van Milligen, City Manager SUBJECT: Library Board of Trustee Terms DATE: June 26, 2009 Library Board of Trustee terms were originally six years. When the terms were changed by ordinance to four years provisions were not detailed for the staggering of terms which resulted in five of seven trustee positions vacant at one time in the recent past. The Mayor's appointments at that time were such that several board members remained and continuity was retained. Library Director Susan Henricks has recommended that the Library Board of Trustees terms of service be staggered. As of July 1, 2009 three board member positions will expire, and in two years four board members terms will expire, Under the new arrangement one term would expire in 2009, two in 2010, two in 2011 and two in 2012. I concur with the recommendation and respectfully request Mayor and City Council approval. ichael C. Van Milligen MCVM:Iw Attachment cc: Barry Lindahl, City Attorney Cindy Steinhauser, Assistant City Manager Susan Henricks, Library Director Memorandum To: Mike Van Milligen, City Manager From: Susan Henricks, Library Director Re: Board Terms Date: May 26, 2009 Background Library Board of Trustee terms were originally six years. When the terms were changed, by ordinance, to four years provisions were not detailed for the staggering of terms which resulted in five of seven trustee positions vacant at one time in the recent past. The Mayor's appointments at that time were such that several board members remained and continuity was retained. Discussion As of July 1, 2009 three board member positions will expire, and in two years four board members' terms will expire. The Library Board of Trustees requested that I contact the Mayor to request their terms be staggered formally so that the turnover in a given year is not so great. This is of particular interest to the Board members whose terms expire at the end of this June since they have been very involved in fundraising and the renovation project and would like to see the project through to completion. The Mayor agreed and Barry Lindahl reviewed the attached ordinance outlining the formal dates at which Board of Trustee terms will be staggered. Action Required At this time, on behalf of the Library Board of Trustees, I request that this proposal and recommended ordinance change be brought before the Mayor and City Council for his formal review and action. Please contact me should you have questions at 589-4126. Thank you. Honorable Mayor Roy D. Buol City of Dubuque 50 West 13~' Street Dubuque, IA 52001 December 10, 2008 Dear Mayor Buol: During the last Library Board of Trustees' meeting discussion took place regarding the terms of their members. Concern was expressed that four trustee terms expire in one year which may result in a significant loss of continuity. This happened a few years ago and when we worked through this we believed we had the terms staggered correctly, but in fact we did not. We hope we can work with you now to correct this and to that end the Board requested that I write to you to request a plan for staggering terms. Additionally, the terms of three members are due to expire on July 1, 2009. These particular board members (one of whom was just appointed a few months ago to fill a term) are most eager to stay with the board to see the renovation through as they have worked for so long to get to this point. Below is a chart with proposed changes. Present End of Proposed End of Proposed End of Next Current Term Current Term Term Group #Y 07-01-2009 07-01-2009 07-01-2013 Mike Willis* *recently appointed to fill a term; would like to be considered for a full term Group #2 Beverly Kolz 07-01-2009 07-01-2010 07-01-2014 Diann Guns Group #3 Kristen Smith 07-01-2011 07-01-2011 07-01-2015 David Hammer Group #3 Elizabeth Leeper, 07-01-2011 07-01-2012 07-01-2016 Paula Connors On behalf of the Library Board of Trustees I would like to thank you for your consideration and look forward to hearing from you. Please feel free to contact me with any questions you might have. My direct line is 589-4126, and my email address is: shenricks(ae,dubuque.lib.ia.us. Sincerely, Susan A. Henricks, Library Director Prepared by: Barry A. Lindahl, Esq. 300 Main Street Suite 330 Dubuque IA 52001 563 583-4113 ORINANCE NO. 34-09 AMENDING CITY OF DUBUQUE CODE OF ORDINANCES CHAPTER 30 LIBRARY, SECITON 3-04 BOARD OF TRUSTEES-TERM SOF MEMBERS; FILLING OF VACANCIES BY PROVIDING FOR STAGGERED TERMS FOR BOARD MEMBERS Section 1. City of Dubuque Code of Ordinances § 30-4 is amended to read as follows: Sec. 30-4. Board Of Trustees-Terms Of Members; Filling Of Vacancies: For the three vacancies that occur on July 1, 2009, the appointments to fill two of the vacancies shall be for terms ending July 1, 2010 and the appointment to fill the other vacancy shall be for a term ending July 1, 2013. For the four vacancies that occur on July 1, 2011, the appointments to fill two of the vacancies shall be for terms ending July 1., 2012 and the appointments to fill.the two other vacancies shall be for terms ending July 1, 2015. Thereafter, each member of the Board shall hold office for four (4) years and until such member's successor is appointed and qualified. The term of office of each member shall commence July 1 in the year in which the member is appointed. Vacancies occurring on the Board through death, resignation or permanent removal from the City shall be filled by the Mayor with the approval of the City Council, but such appointments shall be made to fill out the unexpired term for which the appointment is made. Section 2. This Ordinance shall take effect on publication. Passed, approved and adopted the 6th day of July , 2009. Roy D.; uol, Mayor Attest: Jeanne F. Schneider, CMC City Clerk F:1US ERS\tstecklelLi nd ah I\Ordinances\Lib raryTerms_121608. doc Effect of Amendment Sec. 30-4. Board Of Trustees-Terms Of Members; Filling Of Vacancies: For the three vacancies that occur on July 1, 2009, the appointments to fill two of the vacancies shall be for terms ending July 1, 2010 and the appointment to fill the other vacancy shall be for a term ending July 1, 2013. For the four vacancies that occur on July 1, 2011, the appointments to fill two of the vacancies shall be for terms ending July 1, 2012 and the appointments to fill the two other vacancies shall be for terms ending July 1, 2015. Thereafter, each member of the Board shall hold office for four (4) years and until such member's successor is appointed and qualified. The term of office of each member shall commence July 1 in the year in which the member is appointed. Vacancies occurring on the Board through death, resignation or permanent removal from the City shall be filled by the Mayor with the approval of the City Council, but such appointments shall be made to fill out the unexpired term for which the appointment is made.