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6.4a SR 10-16-2023 Request for Action To Item Number Mayor and City Council 6.4a Agenda Section Meeting Date Prepared by Presentations October 16, 2023 Tina Allard, City Clerk Item Description Reviewed by Appeal Hearing for Library Board Member Cal Portner, City Administrator Reviewed by Action Requested  Hold hearing and receive information.  Following the hearing, the Council should do one of the following:  Thank Ms. Hegarty and inform her action will be taken at the November 6, 2023, Regular Council Meeting; or  Direct staff to hold a Work Session for Council review and amendment to the Boards and Commissions Attendance Policy and consider Ms. Hegarty’s request following that meeting; or  Reinstate Ms. Hegarty, by motion, to the Library Board for a term ending on December 31, 2025. Background/Discussion Per City Council Policy, Michelle Hegarty was automatically terminated for missing two regularly scheduled meetings during a calendar year. Library Board meetings are held on a quarterly basis. Per staff liaison reports and Library Board minutes Ms. Hegarty missed meetings on April 25 and July 25. The City Council is requested to deliberate on this matter and decide to uphold or overturn the termination. The responsibilities of a Library Board Member include attending regular Library Board meetings, which are crucial for the effective functioning of the library facility. Your decision will impact the composition and effectiveness of the Library Board and the city’s ongoing responsibilities for maintenance of the library. Financial Impact N/A Mission/Policy/Goal  Welcome a revolutionary spirit that fosters a culture of exceptional service and community participation.  Cultivate/revolutionize an environment to encourage and inspire diverse and meaningful engagement.  Work with citizens to achieve goals. Attachments  Hegarty Letter  Attendance Policy The Elk River Vision A welcoming community with revolutionary and spirited resourcefulness, exceptional service, and community engagement that encourages and inspires prosperity. Updated: January 2023 Good afternoon, Tina - Thank you for reaching out and letting me know of my standing through your letter. I had mentioned to Dawn Larson that I was worried I'd missed too many Library Board meetings this year. I do take this position seriously, understand the responsibility to our community, and the needed commitment of attendance and collaboration. I hold respect for fellow board members, library staff, and city staff and the time they have put into our Board. My hope is to be able to continue to provide service moving forward and I know I must provide reasons for my absences to do this. Unfortunately, I have experienced several irrepressible circumstances. Below I have listed missed meetings and the reason for my absence. Tuesday, April 25, 2023 On April 20 I contracted a virus that caused long-term health issues, landing me first in acute care on April 28 and then a hospital stay. I continue to have difficulty breathing and am still in physical therapy for vestibular issues and treatments for vertigo all these months later. At the time of the April meeting, I was unable to even sit up in bed, and I was very worried about passing on the virus to our older members. I have compromised immunity myself and understand the importance of keeping others safe. Tuesday, July 25, 2023 Late afternoon on the 25th, returning to Elk River from Blaine, my daughter and I experienced a blown-out tire in the construction area of Anoka, MN. We waited for AAA and in the chaos of moving the vehicle out of a construction zone (along with having a brand new, un-activated cell phone) my email to Dawn was significantly delayed. To further demonstrate my understanding of my commitment to the Board, I planned a vacation for my 50th birthday around our Library Board meeting, with a flight out early the following day, August 26. Thank you for the opportunity to share the reasons for my absences and I hope this helps me to retain my Board position. Please let me know if a different format is needed. I look forward to hearing back from you. - Michelle Grandia Hegarty Attendance A member shall be expected to maintain a suitable attendance record. Attendance is vital to board service and City Council expectations. Because attendance is important, the City Council has adopted the following attendance policy: Members shall be automatically removed for lack of attendance. Lack of attendance is defined as: Regularly scheduled monthly commissions – missing three (3) regularly scheduled meetings during a calendar year. All other commissions – missing two (2) regularly scheduled meetings during a calendar year. Participation for less than three-fourths of a meeting shall be the same as a failure to attend a meeting. Members removed pursuant to this paragraph shall not continue to serve on the board and such removal shall create a vacancy. A member may appeal the termination by requesting a hearing before the City Council within 10 days of notice of termination. A standard commission attendance form shall be used by all commissions for the staff liaison to record attendance. The Office of the City Clerk shall forward the attendance record to the City Council at the end of each June and December for the Council review. Commission members shall notify the staff liaison of planned absences 72 hours prior to the meeting missed.