HomeMy WebLinkAbout06/27/1998 Council Retreat MinutesII.
III.
IV.
PLACE AND DATE
Gold Canyon Ranch, June 27, 1998
~ ORDER
By Mayor Ora Harn at 8:12 a.m.
PLEDGE OF ALLEGIANCE
Led by Mayor Harn
INVOCATION
Led by Council Member Michael Reuwsaat
ROLL CALL
COUNCIL
Ora Ham
Bobby Sutton, Jr.
Ed Honea
Herb Kai
Sherry Millner
Michael Reuwsaat
Roxanne Zeigler
Mayor
Vice Mayor
Council Member
Council Member
Council Member
Council Member
Council Member, excused
STAFF
Michael Hein
Sandy Gmseclose
Dan Hochuli
Town Manager
Town Clerk
Town Attorney
APPROVAL OF AGENDA
A motion was made by Mike Reuwsaat, seconded by Bobby Sutton, to approve
the agenda. The motion was carried 6/0.
VI.
GENERAL ORDER OF BUSINESS
A. CONSENT AGENDAS
Welcome
a) Team Building
b) Communication
c) Mach IV
Debra Z. Sydenham, Community Planning Manager for Arizona
Department of Commerce, Community Assistance Division, led the
morning session and provided the Council with a packet containing a
variety of materials to review at their leisure.
This portion of the morning dealt with self-evaluation of Council and staff
and evaluation of the effectiveness of the Town Council by the Council
Members and staff present.
MINUTES OF COUNCIL RETREAT MEETlNG;
MARANA TOWN COUNCIL
Gold Canyon Ranch
June 26th and 27th, 1998
D=
Attached is a copy of the "Evaluation of Town Council Effectiveness"
worksheet: with comments from all participants.
Another exercise had to do with "Perception of Leadership" the objectives
were:
· To identify behavior of the group in terms of how much it fulfills the
personal needs of the members.
· To help the members develop a climate for honest behavior and
interaction in the group.
At the conclusion of this session the Council identified strengths and
weaknesses as a group and recognized most had the same perceptions.
It was decided to re-evaluate the Council's effectiveness periodically,
beginning with a meeting at the League of Cities and Towns Conference.
Administrative Issues
Agendas - Mike Hein addressed the need to improve the current agenda
process and suggested making changes starting in August. If this is successful,
staff will then bring these changes before the Council as a formal change to the
Town Code.
Appointed Positions - The Mayor and Council were successful in bringing about
the change in Arizona Law thus the Town may now change the procedures
whereby certain Town officials are appointed.
The following changes were discussed:
A. Add Manager to appointed position, appointed by Mayor and
Council
B. All appointed positions are "at-will"
C. Appointment of Magistrate - automatically a committee will be
charged to find a Magistrate prior to the end of the term.
D. Clerk to be appointed by Mayor and Council
E. Town Attorney to be appointed by Mayor and Council
F. All Department Heads will be appointed by the Town Manager
Department Heads will also be "at-will". (Police Chief, Planning
Administrator, Engineer/Public Works Director, Water Director and
Building Official)
G. Committees - Mayor will represent Town unless otherwise
directed, such as the Blue Ribbon Committee.
Lunch
The meeting continued through lunch topics discussed:
· Avra Valley Airport - analysis of current lease agreements, liabilities
and potential.
· Annexations- Discussion/Proactive approach to any future
annexations; cost benefits, service issues, etc.
To summarize the tasks staff will pursue:
1. Provide Planning and Zoning agendas and minutes to the Town
Council
Ee
10.
11.
12.
13.
Plan a joint meeting with Planning and Zoning Commission
Summarize Council Minutes
Work with a Council Liaison to the Planning and Zoning
Commission
Look at adding Zoning Administrator
Council Workshop - Re-visit Weakness Issues during League of
Cities and Towns Conference
Agenda process changes
Ordinance on Appointed
· Officers
· Appointments
· At-will Classifications
· Pay
Court Staff- Organizational Chart
Town Clerk - Job Description
Annexation Policy Statement
Annexation Procedures
Appointment to Committees - Mayor represents the Town on all
committees, unless other wise directed with Council approval
Develo_~ment Issues
General
discussion ensued -concerns in development:
Viewshed Preservation Ordinance
Zoning Code Update
Urban Boundaries
Ironwood Forest Issue
Residential Design and Development Criteria
Native Plant Ordinance, ECT Update
Capital Improvement Plan
Tangerine/'l'ortolita Mountain Area Plan
Impact Fees
Adequate Public Facilities Ordinance
North Marana Area Plan
Park Master Plan
Protective Peak Ordinance
Trails Ordinance
Signage Ordinance
Joint Use Policies
Wastewater/Effiuent Plan
Create Development Incentives/Disincentives
Water/Recharge Plan
Development Timeline Provision
Wildlife and Watercourse Ordinance
Open Space/Buffer Standards
Zone Translation and Transition
Planning Commission
Develop a work group on adequate public facilities,
development and requirements
MINUTES OF COUNCIL RETREAT MEETING
MARANA TOWN COUNCIL
Gold Canyon Ranch
June 26th and 27th, 1998
· Study session with Planning staff
Working Group to consist of Staff, Mike Reuwsaat, Ed Hones
and Roxanne Ziegler and bring items before the Council
Wra_o.up
Mike Hein - Have a good weekend and drive carefully
ADJOURNMENT (3:00 P.M.)
A Motion was made by Bobby Sutton, seconded by Ed Honea to adjourn.
Motion carried 6/0.
CERTIFICATION
I hereby certify that the foregoing minutes are the true and correct minutes of the
M, ar~-June.~, 1998. I further certify that a quorum was present.
4
Evaluation of Town ;ss
Council meetings are scheduled with sufficient
Council materials, including agenda and study
documents, are mailed to members in
sufficient time for review in advance of the
Council meetings.
C°uncil meetings deal primarily with Strrate°ic !
of plans, making Council authorizations, and
evaluating the internal activities of the town.
Routine matters which require official action,
but little discussion, are handled with dispatch.
Time is not wasted.
Minutes of Council and sub-committee
meetings are written and circulated to the
members ....
Regular repor[s of sub-committee work are .
made to the Council.
Council members have a good record of
attendance at regularly scheduled Council and
committee meetings.
Council meetings are professional and
conducted in environment of productive /
controversy.
Council members are given well-defined areas
of responsibility.
C°uncil members pr°vide the directi°n f°r the I
town. Council members are not merely rubber
{oles and Res 3onsibilities: ~:
Boards, Commissions~and staff and monitors
progress'~'~a re,~-ular basis. ['~ //
2. The Council monitors the town staff's V'/'' ~ V'
I progress in developing, maintaining, and
~ implementing the general plan.
~3. The Council is a sounding board for the
~ community; visible and accessible to all
~ citizens- ',,,
"4' The C°uncil enc°urages citizen inv°lvement ~ ~'~
II in the community and promotes programs to V/' V/'
II enhance community leadership training. ,
115' The Council keeps citizens informed of the
~ facts surrounding various issues.,// V
~6. The Council provides for continuous self-
II evaluation of the Council itself. /
II 7. The Council works together as a cohesive unit
v"
~ rather than constantly dealing with personal V
Iagendas.
Arizona Department of Commerce
Community Planning Program
Council mem[3ers are knowledgeable of ihe
community's operation, services, strengths
and weaknesses.
Members are objective, yet consistent, in
evaluating the pemonnel, programs, and
policies of the town.
The Council regularly ~rogram
activities to determine progress toward
meetin9 objectives.
Members resist all pressures from groups or
individuals, either within or outside the town
who attempt to compromise the values,
ideals, goals, policies, or prerogatives of the
town council.
Budget time to attend the meetings of the
Council and of the committees to which one is
i6' app°inted'
Do their homework and are always prepared
for meetings and to make decisions for the
i community's best interests.
7. Listen to the positions discussed by other
council members prior to reaching
conclusions.
8. Be acquainted with the state laws governing
planning and the conduct of public officials.
9. Learn the basics of padiamentan/procedures.
Town Manager keeps the Council fully / /
informed about the progress of the community
V
and the challenges it faces.
Town Manager provides information and
guidance to the Council in the policy
formulation process.
Council members maintain an informal
contact with the Town Manager between
VL/
council meetings. /
Council members are fully aware of the
functions of the Manager's office,v . //
C°unci' members have a clear understanding ~/" ~ ~
of the authority of the various boards and
commissions appointed by them. , /
Council members have a clear understanding
of the various departments within the town
V
and their respective responsibilities. /
Council members do not get involved in the~ / t/
day-to-day operation of the town, but rather
leave this to the Manager.
Council members do not give direction to
department heads, realizing they should go
through the Town Manager. /
Council members feel comfortable
approaching town staff/department heads
when seeking information.
Arizona Department of Commerce
Community Planning Program
General comments:
Arizona Department of Commerce
Community Planning Program
Perception of Leadership
Objectives:
To identify behavior of the group in terms of how much it fulfills the personal needs of the
members.
To help the members develop a climate for honest behavior and interaction in the group.
Procedure:
Each participant fills out the inventory (5 to 10 minutes). When finished, each participant picks a partner.
These two discuss the self-ratings, examining first the 0's and 5's, and then the 4's and t's. Questions they may
ask are:
Why do they behave this way?
Do I make them or allow them to behave this way by my behavior?
Which of these should I try to change, and how?
Do you perceive me this way? lf not, why does the group perceive me differently?
Ifa participant has mostly O's and l's on the first seven and last three items and mostly 4's and 5's on the other
four, then the participant has a definite problem which needs to be addressed in order for the group of leaders to
work effectively as a unit.
Instructions: Below am a number of statements about how the group behaves toward you. For each one of
these you are to select one of the six phrases which is the best fit. Indicate your choice by placing the number
to the left of the statement.
0
1
2
3
4
5
I would never expect them to
Most of the time they will not
I would not count on them to
I would usually expect them to
Very often I expect them to
They can always be counted on to
B.
C.
D.
E.
F.
G.
H.
J.
K.
L.
M.
N.
._ level with me.
... really know what I am trying to say.
... include me in what's going on.
... accept me for what I am.
... feel free to let me know when I 'bug" them.
... see what kind of person I really am.
... be interested in me.
... act "judgmental" with me; i.e. to think of me or my behavior as good or
bad, right or wrong, etc., keep things to themselves to spare my feelings.
... misunderstand things I say or do.
... interrupt or ignore my comments.
... make fun or me or disapprove if I show myself as 1 really am.
... be completely frank with me at all times.
... recognize readily when something is bothering me.
... show unquestioned respect for me as a person apart from my skills or status.
Arizona l~epartment of Commerce 4. Community Planning ProeJram