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HomeMy WebLinkAboutResolution 2009-126 procedures regarding appointments to the citizen advisory commissionsMARANA RESOLUTION N0.2009-126 RELATING TO BOARDS, COMMISSIONS AND COMMITTEES; APPROVING PROCEDURES REGARDING MEMBERSHIP, APPOINTMENT AND OPERATION OF CITIZEN ADVISORY COMMISSIONS; AND DECLARING AN EMERGENCY WHEREAS the Marana Town Council has created citizen advisory commissions to provide a forum for the public to hear about and provide input on topics and issues that help guide town programs and strategic objectives; and WHEREAS asub-committee was established by the Mayor to revise current policies regarding membership, appointment and procedures for Town boards, commissions and committees; and WHEREAS the Town Council finds that a simplified and uniform appointment process for Town boards, commissions and committees is in the best interests of the Town. NOW, THEREFORE, BE IT RESOLVED BY THE MAYOR AND COUNCIL OF THE TOWN OF MARANA, ARIZONA, as follows: SECTION I. The Citizen Advisory Commission Procedures attached to this resolution as Exhibit A and incorporated herein by this reference are hereby approved. SECTION 2. The Town's manager and staff are hereby directed and authorized to undertake all other and further tasks required to carry out the aforementioned procedures. SECTION 3. Since it is necessary for the preservation of the peace, health and safety of the Town of Marana that this resolution become immediately effective, an emergency is hereby declared to exist, and this resolution shall be effective immediately upon its passage and adoption. PASSED AND ADOPTED BY THE MAYOR AND COUNCIL OF THE TOWN OF MARANA, ARIZONA, this 4th day of August, 2009. Mayor E onea APPROVED AS TO FORM: F ~r~`ik Cassidy; Town orney {00015929.DOC /} Council Advisory Commissions ~cac) Procedures Adopted.' Augcrsf 4, 211tL~ ~. EXHIBITA Council Advisory Commission (CAC) Procedures Purpose Council Advisory Commissions (CACs} are created to provide a consistent and inviting community forum for the public to hear about and provide comments on topics and issues that help guide town programs and strategic objectives. The Town Council appoints citizens to the CACs who demonstrate a commitment and ongoing interest in the Marana community. CACs are governed by Title 2 of the Town Code and these policies and procedures have been adopted by Town Council Resolution. CACs do not include boards or commissions established by separate Town of Marana ordinances or the Arizona Revised Statutes. Separately established boards or commissions include the Planning and Zoning Commission, the Board of Adjustment, the Personnel Action Review Board (PARE), the Public Safety Personnel Retirement System {PSPRS) Board, the Marana Municipal Property Corporation and others that may be created by the Town Council from time to time. CACs support specific departments, programs or functions of the town such as parks and recreation, economic development, police, and affordable housing, to name a few. Members are charged with encouraging, gathering and assimilating public comments on a range of topics affecting the CAC's assigned area. These comments are assembled and considered by a CAC when formulating recommendations to the Town Council as input into the council's legislative decision-making process. While the concerns, insights and discussions relayed by a CAC to the council are key components in the deliberative process, CACs do not make, establish or interpret policies, ordinances or Paws or direct the work of town staff. Estab/ishinA Legis/ation Title 2, Chapter 2-6 of the Marana Town Code establishes the application, recommendation, appointment, removal and terms of office for CACs. The intention of this document is to more specifically address the administration of these processes as well as to define the procedures of a CAC. Adapted August 4, 2x09 Page 2 EXHIBITA Council Advisory Commission (CAC) Procedures Membership A simple majority vote of the Marana Town Council shall be required to appoint, reappoint, or remove a CAC member or alternate member, unless a member or alternate member voluntarily resigns from service on a CAC. Each individual CAC shall include seven members and designated alternates. At least four of the members shall reside, own property, or have their primary place of business within the Town of Marana. Qualified Commission members living or maintaining a place of business outside of the town limits may be considered for membership for up to three of the remaining positions on a CAC. Residency requirements for alternate positions shall be based on the need at the time of appointment to maintain the residency requirements noted above for four regular Commission positions. Members and alternates of a CAC shall be appointed by the Mayor and Town Council far four-year terms, except that the initial term of office for a newly established CAC shall be staggered so that the terms of no more than a simple majority of members ends every two years. Term lengths of CAC members of newly established CACs shall be determined by a random drawing of the names of members appointed by the Town Council. The first four names of members drawn shall serve afour-year term and the remaining three members shall serve atwo-year term. Alternate members shall serve four-year terms unless they are appointed to a regular CAC position, after which the alternate shall serve out the remaining term of the vacant CAC position being filled. CAC members may serve on only one commission concurrently. Service on other Town of Marana boards or commissions is governed by the authority creating those other entities. APa/ication/Appointment/Resignation Process Aoplication Process -The Town Clerk, under the direction of the Town Manager, shall be responsible for managing the recruitment and application process, developing forms and maintaining records. Prospective CAC members may submit letters of interest any time of year, however formal appointments will occur up to two times annually. The Town Clerk shall keep letters of interest on file for up to one year and shall notify individuals when a formal application process is announced. The forma{ application process shall, at a minimum, include advertisement of vacancies on the town's web site for a period of not less than fiive business days. All prospective new CAC members and alternates must complete a Adopted August 4, 2009 Page 3 ~~ EXHIBIT A Council Advisory Commission (CAC) Procedures Town of Marana CAC application form which must be received in the Town Clerk's Office by any stated deadline. Current CAC members may reapply for appointment by submitting a letter of interest during the application period. Applications will be kept on file one year from the date an application is received. Appointment Process -The Town Clerk will forward all qualified applications to the Town Council. The Town Council may elect to interview candidates, either in open or executive session, or directly appoint candidates without an interview. The Town Clerk shall notify candidates in writing of all interview dates and times. The Town Council shall appoint and/or reappoint candidates by a simple majority vote. The Town Clerk is responsible for preparing and placing the appointment of CAC members on the Town Council's meeting agenda. The Town Council expects to make appointments in January and July of each year. _, Reappointment - A CAC member may request reappointment in writing, but steal( not be required to fill out a new application form. The written request must affirm that the CAC member continues to meet the residency requirement by providing the qualifying address. Consideration:for reappointments will occur at the same time that regular appointments are considered (above). Resi nation - If a CAC member chooses to resign his/her position on the CAC, a written letter of resignation should be sent to the attention of the Town Clerk at: 11555 West Civic Center Drive, Marana, Arizona, 85653. The Town Clerk will take the appropriate steps to notify the Town Council and begin the process to appoint an alternate and/or to fill the vacancy. CAC operating Procedures Selection of Officers -Each CAC shall have a chair and secretary. The chair and secretary will be selected by simple majority vote once each year at the first regularly scheduled meeting in February, provided a quorum is present, or at the first meeting immediately thereafter where a quorum is present. Officers shall assume the office at the next commission meeting following the selection. The positions of chair and secretary shall be rotated among CAC members, with no one individual serving a consecutive term in the same office. Any officer selected by the CAC may be removed by the commission when in the judgment of a simple majority vote, the best interests of the CAC would be served by the removal. CAC members desiring to resign from office shall submit a written notification of their resignation to the Town Adopted August 4, 2009 Page 4 EXHIBIT A Council Advisory Commission (CAC) Procedures Clerk. Vacancies of CAC ofl=acers occurring outside of the regular annual selection process shall be filled by a simple majority vote of the CAC at the next meeting when a quorum is present following the occurrence of the vacancy. Meetings -The CAC shall hold regular meetings each month for the transaction of business. The meetings of the members will be held at the Marano Municipal Complex or Marano Municipal Operations Center or other locations designated in advance by a simple majority vote of the CAC. The date or day, and the time of regular meetings shall be scheduled on the CAC's agenda for consideration and established by a simple majority vote of the CAC. Whenever a legal holiday occurs on the same day as a meeting, such meeting shall either be cancelled or rescheduled. If a special meeting is required, it shalt be placed on the regular agenda prior to the date of the special meeting and approved by a simple majority of the commission. A regular meeting may be cancelled by placing the proposed cancellation on the agenda for the CAC's consideration and simple majority vote, or if the staff liaison and CAC chair determine that there are no items to consider, or if it is determined at least 72 hours in advance that there will be a lack of a quorum. The staff liaison shall notify the Town Clerk of the meeting cancellation no less than 72 business hours prior to the meeting date. The Town Clerk shall post notice of the. meeting cancellation in accordance with open meeting requirements. Meeting Quorum -The CAC must Have a quorum of members present to conduct a meeting and/or to take any action. A quorum is a simple majority (half the members plus one, or five members). The chair and secretary are considered members for purposes of determining whether there is a quorum present. If the CAC is unable to reach a quorum, the CAC may decide to either adjourn the meeting'or to hold an informal gathering to discuss any scheduled agenda items and commission reports.. In either case, the event would not be considered a CAC meeting and the secretary would not take regular minutes. Instead, the secretary should take informal notes for the CAC records. The secretary shall also send these informal minutes to the Town Clerk's office indicating that the CAC did not form a quorum. Meeting Agendas -- Any CAC member may request an item be placed on the agenda for consideration during the "future agenda items" portion of the agenda at which time the chair shall seek input from CAC members. The staff liaison in consultation with the chair shall ensure that all business requiring the CAC`s consideration is placed on the agenda for consideration by the CAC. The Arizona Open Meetings Law prohibits CAC action on any item not listed on the agenda 24-hours in advance of a meeting, excluding weekends and holidays. In addition, meeting notices and agendas must be posted at least 24 hours in advance of a CAC meeting or event where a quorum of CAC members will be, or are expected to be, present. At a minimum, meeting agendas shall include the following information (see also meeting agenda template "attachment a" to this document): Adopted August 4, 2Q49 Page S EXHIBITA Council Advisory Commission (CAC) Procedures • Date, time and location of CAC meeting, including the street address • Americans with Disabilities Act Notice • Calf to Order and introduction of CAC members • Member Approval of Agenda • Approval of Minutes • Cap to the public • Sub-Commission Reports • Community Reports • Information Non-Action Items • Action Items • Future Agenda Items • Adjournment Items not appropriate for CAC agendas include: • Campaign related information • Federal or state legislation except as it pertains to a local issue • Superior court, municipal court or trafFc court issues -. Disputes or claims against the Town • Family {aw issues • Staff or personae[ issues • Budget decisions Public Participation - CACs exist to receive input from and to provide information to the public. The public should have the first opportunity to speak on any matter considered by the CAC, and before CAC members express their views. This helps ensure objectivity in the CAC's consideration of a matter. Public comments are essential in making we(I- reasoned recommendations to the Town Councii on issues. CACs may listen to public comment presented during the "Cali to the Pubiic" section of the agenda, but may not take action on items brought up during the Call to the Public. If an item discussed during "Call to the Public is also listed for action on the regular agenda, the CAC may take action when the item is heard on the regular agenda. The chair may schedule an item brought up at "Call to the Public" for consideration on a future agenda. Members of the public wishing to speak during the public portions of the meeting, as well as during the °Call to the Public" section of the agenda are encouraged to complete a speaker request card. The Adopted August 4, 2009 Page 6 EXHIBITA Council Advisory Commission {CAC) Procedures chair may limit the length of public comment to three minutes at any time, however, if such limits are imposed, they should be imposed equally upon all speakers. Votinq an Agenda Items -- A majority of affirmative votes of the quorum present shall be necessary to pass any action of the CAC. CAC members shat[ not vote where there is a conflict of interest as provided by A.R.S. 38-501 et. seq. When a conflict occurs the member shall not debate or discuss the matter related to the conflict. Members should refer to the Town's Code of Ethics- and Principle-Centered Governance far guidance on the process used for assessing potential conflicts of interest. Where a CAC decision is required for an item on the agenda, the chair shall ask for a motion and a second, and allow for discussion prior to the vote. The chair may vote or decline to vote on all matters. The chair's declination to vote shall not be counted as an affirmative vote. If a member abstains from voting, that vote shall not be counted as an affirmative vote. Motions may be determined by a voice vote or a roll call vote at the request of the chair. Executive Sessions - A CAC is authorized to call an executive session, closed to the general public during any regular or special meeting so long as such executive session is authorized by A.R.S. 38-431.03. The stafF liaison is encouraged to consult with the Town Attorney in advance of a meeting for advice regarding executive sessions. The chair is encouraged to table an issue to a subsequent meeting to the extent possible in order to obtain legal advice regarding the legal use of an executive session as provided by A,R.S. i Public Accessibility --Arizona law requires all meetings be held in a location that allows for public attendance. The ..Federal Americans'with DisadilitiesAct(ADA) requires all services, programs, activities and functions of the Town to be accessible to people with disabilities. All CACs are required to:conduct public business in an accessible and barrier-free . environment. Individuals with special needs are encouraged to communicate their needs to the Town Clerk in advance of any meeting so that reasonable accommodations can be made for the individual to participate in the meeting. If an individual with a disability attends a meeting without advance notice of the need to provide a reasonable accommodation, the chair shall make every effort to postpone and reschedule the item of business for which the individual is attending the meeting until arrangements can be made to reasonably accommodate the person. Recommendations to the Town Council - A CAC may make a recommendation to the Town Council on an item the CAC initiates for consideration andjor is referred to the CAC by the council for input. The CAC's recommendation should be in the form of a written communication and, at a minimum, should indicate the outcome of any vote taken by the CAC on the item. The CAC's recommendation is advisory and shall be considered by the council along with other public input Adopted August 4, 2009 Page 7 EXHIBIT A Council Advisory Commission (CAC) Procedures received. The staff liaison shall inform the Tawn Cierk of CAC recommendations and is responsible for preparing the agenda item for the Town Council's consideration of a CAC recommendation. Arizona Open Meetings Law -Ail CACs must observe the requirements of the Arizona Open Meetings Law, A.R.S. 38-431 et. seq. This information is stated in its entirety in the League of Arizona Cities and Town's publication YouAsA Public O~ciai. Sub-commissions -All sub-commissions shall consist of at least three members who shall select asub-commission chair from among the members. The chair shall be selected at the first meeting of the sub-commission. The sub- commission chair shah ensure that all recommendations of the sub-commission are brought forward to the chair for consideration by the full-Commission. No sub-commission shah present information directly to the Town Council without the approval of the full CAC. Annual Report to the Council -- A CAC shall prepare a written annual report that is transmitted to the Town Council each year. By laws -These procedures shall serve as the by-laws of CACs. In addition, CACs are encouraged to follow Robert's Rules of Order. Responsibilities of CAC Members and Officers Adherence to Statutes Ordinances and Codes -All members and officers of CACs shall follow the Town of Marana's Code of Ethics- and Principle-Centered Governance in addition to all appNcable Arizona Revised Statutes and Town of Marano ordinances and codes. All CACs shall follow these procedures established by the Town Council as their by-laws. Attendance -The Town recognizes and appreciates the commitment of individuals who serve on CACs. In order to assure an informed commission membership and to make the best use of everyone's time, the following attendance policy shall. apply to all CACs. The absence of a CAC member without prior notification shall be deemed an unexcused absence, unless the member is on an approved Leave of Absence. CAC members are expected to provide the courtesy of notification of an absence at least 24-hours prior to a scheduled meeting, unless the member is serving an approved Adopted August 4, 2009 Page 8 EXHIBIT A Council Advisory Commission (CAC) Procedures Leave of Absence. The CAC secretary and stafF liaison shall maintain attendance records which shall be forwarded to the Town Council quarterly. If the Town Council determines that a CAC member's attendance record is not serving the best interest of the CAC, the Town Council may elect to remove a member and appoint an alternate to the regular commission vacancy. Leave of Absence -Any CAC member who decides to run for election to the town council or for Mayor shall be required to take a leave of absence from the CAC. The leave of absence shall begin on the date that the member files his or her candidacy and shall continue until the election process concludes or the member withdraws from the election process. Any CAC member may also request a leave of absence for personal or medical reasons, not to exceed a period of three months. CAC members who wish to request a leave of absence for medical or personal reasons shall do so by contacting the Town Clerk. The Town Clerk shall notify the staff liaison and the Town Council when a member takes or is granted a leave of absence so that an alternate member may be appointed to temporarily fill the member's position. A leave of absence is considered an excused absence. A member's term is not extended by the time spent on a leave of absence. t Member Orientation -All members (regular and alternates) are required to attend the Town of Marana CREW program or alternative orientation prior to the completion of their first term. Attendance at Town Council Meetinas -CAC members and alternates are encouraged to attend Town Council meetings when recommendations and/or reports are made to the council on behalf of the CAC. The staff liaison or chair will ordinarily be responsible for presenting CAC recommendations to the Town Council unless the CAC selects another member by simple majority vote to present an item. The CAC chair shall be responsible for presenting the CAC's annual report to the Town Council. Responsibilities of Alternate Members -Alternate members are non-voting members of the CAC unless they are appointed by the Town Council to fill-the remainder of the term of a regular member or are appointed by the Town Council to fill a regular member's position during that member's approved leave of absence. Alternate members are encouraged to regularly attend commission meetings in order to remain informed and provide continuity in the event they are appointed to fill a regular position. Responsibilities of the Chair -The chair s presides at all meetings of the commission. In the event of the absence of the chair, the secretary shall preside. In the absence of both the chair and the secretary, the attending commission Adopted August 4, 2009 Page 9 EXHIBITA Council Advisory Commission (CAC) Procedures members shall appoint an acting chair. The chair may appoint and/or remove members from CAC sub-commissions. The chair is responsible for preserving order and deciding all points of order. The chair assists the secretary in drafting and signing recommendation letters evolving from official actions taken by the CAC. ]:n the absence of the chair, any other CAC member may sign a recommendation letter evolving from official actions taken by the commission. The chair works with the staff liaison to develop the agenda, including consideration of items requested by CAC members. The CAC chair is responsible for presenting the CAC's annual report to the Town Council, or designating another member to make the report. The chair, in consultation with the staff liaison determines who may present other recommendations of the CAC that may come up throughout the year. Responsibilities of the Secretary -The secretary may assist the chair and the staff liaison in preparing an agenda. The secretary attends scheduled commission meetings to take summary minutes (see attachment "B" for template). Draft summary minutes shall be provided to the staff liaison for transmission to the Town Clerk's office within 24 hours following the meeting. Final minutes from the prior meeting shall be considered for approval at the next subsequent meeting. The secretary is required to sign approved minutes and turn them over to the staff liaison. The staff liaison is responsible for transmitting the minutes to the Town Clerk within 24 hours following their approval. All agendas, administrative summaries and draft minutes are posted on the Town's official website once they have been transmitted to the Town Clerk's office. Responsibilities of the Council Liaison -The Council Liaison role has been established by the Town Council to t enhance communication between CACs and the full council by maintaining a high degree of visibility and attention to the work being performed by CACs. Council members are ex-officio, non-voting members of a CAC. While they are not required to attend every CAC meeting, they are encouraged to maintain a level of involvement with the CAC that facilitates ongoing communication between the council and the CAC. The primary purpose of the Council Liaison is to provide information to CACs about relevant actions taken by the full council that may be informative to CAC members as they consider items, or to share information about the community. Council Liaison assignments are made by the Mayor, taking into consideration council members' requests, interests and background. From time to time, the Mayor may change CAC assignments to encourage a greater exchange of ideas and a broad base of knowledge among council members about different CAC activities. Res~onsibiiities of the Staff Liaison -The staff liaison is an ex-officio non-voting member of the CAC and attends meetings to assist the chair and respond to questions from the members. The staff liaison also handles the administrative tasks of the CAC and directs the work of any town clerical or support staff assigned to the CAC. The staff Adopted August ~, 2009 Page 10 EXHIBIT A Council Advisory Commission (CAC) Procedures liaison is the primary communication point with the Town Clerk's office and ensures that all documents are transmitted in accordance with established time frames, including minutes, agendas and attendance records. The staff liaison is also responsible for reporting any vacancies to the Town Clerk. During CAC meetings the sfiaff liaison is responsible for certain presentations and information sharing during CAC meetings. The staff liaison follows up on inquiries made by the public, the chair or members of the CAC that cannot be answered immediately. Responses are provided to all members with the materials transmitted for the next scheduled meeting or as part of the agenda of the next scheduled meeting. The liaison provides assistance and support to the chair in the creation of the agenda and agenda materials. The staff liaison makes arrangements for meetings that may have a large turnout and ensures that CAC meetings are staffed with appropriate materials, maps, documents, tools, audio-visual equipment and the like. The staff liaison may take minutes if the CAC secretary is not available and clerical staff is not available. The staff liaison is responsible for preparing any CAC recommendation agenda items in NOVk~S for consideration by the Town Council. The staff liaison may present the CAC recommendation to the Town Council at the direction of the chair and/or the CAC. The staff liaison also provides support to any ad-hoc groups or task forces created by the CAC. The staff liaison is responsible ensuring that the Town Attorney's Office is consulted regarding Executive Sessions of the CAC. Responsibilities of Clerical/Support staff -Town clerical/support staff may be assigned to provide assistance to a CAC as determined by the staff liaison. Clerical/support staff assistance may typically include: preparing the final agenda; transmitting copies of the agenda, minutes or other materials to members, alternates, the town clerk and other appropriate parties; ensuring that agendas are transmitted to the town clerk within the legal time-frames required for posting of CAC meetings,: making copies of meeting materials; notifying CAC members of cancelled meetings or changes to regular meetings including location and time changes; making meeting location arrangements including room set-up, coordinating with guest speakers and the like. Work performed by clerical/support staff shall be directed by the staff liaison. Responsibilities of the Town Clerk -The Town Clerk manages the recruitment and appointment process for CAC vacancies an behalf of the Town Council. The Town Clerk is responsible for maintaining official CAC records, ensuring that meeting notices, minutes and agendas are posted in accordance with Arizona's Open Meetings Law. The Town Clerk coordinates the activities of CACs with each staff liaison. The Town Clerk coordinates the receipt of quarterly attendance records and forwards them to the Town Council. The Tawn Clerk also receives requests for Leaves of Absence, track the time allotted for the leave and notifies the staff liaison of the member's Leave of Absence. Adopted August 4, 2009 Page l1 EXHIBITA ATTACHMENT A EXHIBIT A ~CWN OF ~, h1:~RA~A ~ gRIZONP CITIZEN ADVISORY COMMISSION MEETING NOTICE AND AGENDA (Location) 11555 W. Civic Center Drive, Marana, Arizona 85653 (Date), at or after (Time) Commission Members (List names, with Chair and Secretary first then alpha order the remainder) ACTION MAY BE TAKEN BY THE COMMISSION ON ANY ITEM LISTED ON THIS AGENDA. Revisions to the agenda can occur up to 24 hours prior to the meeting. Revised agenda items appear in italics. PLEASE BE COURTEOUS TO OTHERS. TURN OFF ALL PAGERS AND CELL PHONES (I.E. NO TEXTING, IM, EMAIL). Welcome to this (name of commission) Commission meeting. Regular meetings are usually held the (first, second, third, fourth) (day of the week) of each month at (time). at the Marana Municipal Complex, although the date or time may change, or Special Meetings may be called at other times and/or places. This agenda may be revised up to 24 hours prior to the meeting. In such a case a new agenda will be posted in place of this agenda. If you are interested in speaking to the Commission during Call to the Public or other agenda items, you must fill out a speaker card and give it to the commission secretary prior to the convening of the meeting. All persons attending the commission meeting, whether speaking to the Commission or not, are expected to observe the rules of politeness, propriety, decorum and good conduct. Any person interfering with the meeting in any way, or acting rudely or loudly will be removed from the meeting and will not be allowed to return. To better serve the citizens of Marana and others attending our meetings, the conference center is wheelchair and handicapped accessible. Any person who, by reason of any disability, is in need of special services as a result of their disability, such as assistive listening devices, agenda materials printed in Braille or large print, a signer for the hearing impaired, etc., will be accommodated. Such special services are available upon prior request to the Town Clerk at least 10 working days prior to the commission meeting. Posted no later than (24 hours prior to the meeting), at the Marana Municipal Complex, the Marana Operations Center and at www.marana.com under Town Clerk, Citizen Advisory Commissions, and then the specific commission name. REGULAR MEETING A. CALL TO ORDER AND ROLL CALL B. PLEDGE OF ALLEGIANCE AND INVOCATION/MOMENT OF SILENCE C. APPROVAL OF AGENDA D. CALL TO THE PUBLIC At this time any member of the public is allowed to address the Town Council on any issue not already on tonight's agenda. The speaker may have up to three minutes to tpW N OF ~, Ntniz,~~~a gRIZONP CITIZEN ADVISORY COMMISSION MEETING NOTICE AND AGENDA (Location) 11555 W. Civic Center Drive, Marana, Arizona 85653 (Date), at or after (Time) speak. Any persons wishing to address the commission must complete a speaker card located in the meeting room and deliver it to the commission secretary prior to the commencement of the meeting. Pursuant to the Arizona Open Meeting Law, at the conclusion of Call to the Public, individual members of the commission may respond to criticism made by those who have addressed the Council, may ask staff to review the matter, or may ask that the matter be placed on a future agenda. E. PRESENTATIONS F. COMMISSION ACTION G. EXECUTIVE SESSIONS Executive Session pursuant to A.R.S. §38-431.03 (A)(3), Council may ask for discussion or consultation for legal advice with the Town Attorney concerning any matter listed on this agenda. H. FUTURE AGENDA ITEMS Notwithstanding the mayor's discretion of what items to place on the agenda, three or more commission members must consent to a request for an item to be placed on the agenda. I. NEXT MEETING J. ADJOURNMENT ATTACHMENT B EXHIBIT A ~r~-~t MARANA _ CITIZEN ADVISORY COMMISSION MEETING MINUTES Date , at or after Time MEMBERS Name Name Name Name Name Name Name Name Name, Alternate Name, Alternate CALL TO ORDER AND ROLL CALL The meeting was called to order by at p.m. Members present: .Members absent/excused: , A quorum was/was not present. APPROVAL OF AGENDA (Any changes to the agenda should be made 24 hours prior to the posting of the agenda. If circumstances require changes at the meeting, the changes must be noted and the agenda approved by motion prior to any discussion.) Motion to approve moved by ,seconded by .Motion failecUcarried by a vote of APPROVAL OF MINUTES (CAC members should review the draft minutes prior to attending the meeting. The draft minutes from the previous meeting should be sent to the commissioners with the agenda.) Motion to approve moved by ,seconded by .Motion failed/carried by a vote of CALL TO THE PUBLIC (Have speaker cards available to fill out by anyone wishing to speaker to the Commission at this time. The speaker cards should be given to the Chair at the beginning of the meeting- The chair should allow up to three minutes per speaker for any item not on the agenda. Items brought to the commission during Call to the Public may be placed on a future agenda at the discretion of the Chair and two commissioners.} EXHIBIT A ACTION (Each item should be numbered separately. Copy the agenda language to the minutes template. For each item, give a brief overview of the presentation and any pertinent facts that would enable a person not at the meeting to understand the discussion.. If action is required by the commission, a formal motion should be made for each item e.g. Motion to approve moved by ,seconded by .Motion failed/carried by a vote of SUBCOMMITTEE REPORTS EXECUTIVE SESSION Executive Session pursuant to A.R.S. §38-431.03 (A)(3}, the Commission may ask for discussion or consultation for legal advice with the Town Attorney concerning any matter listed on this agenda. FUTURE AGENDA ITEMS NEXT MEETING DATE ADJOURNMENT. Motion to adjourn moved by Commissioner ,seconded by Conan:issioner .Motion failed/passed. The meeting was adjourned at p.m. CERTIFICATION I hereby certify that the foregoing are the true and correct minutes of the Citizen Advisory Commission meeting held on certify that a quorum was present. Name, Secretary . I further EXHIBIT A