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Home My WebLink About04/11/2006 Blue Sheet Procedures for Establishing New Citizen Advisory Commissions TOWN COUNCIL MEETING INFORMATION TOWN OF MARANA MEETING DATE: April 11, 2006 AGENDA ITEM: C.2 TO: MAYOR AND COUNCIL FROM: Jocelyn Bronson, Town Clerk SUBJECT: Discussion/Direction: Presentation relating to procedures for es- tablishing new citizen commissions and conforming existing pro- cedures DISCUSSION On February 28,2006, the Town Manager brought to Council's attention the need to establish additional citizen working commissions to help formulate public policy and develop programs to meet the demands of Marana's growing community. Five advisory commissions were proposed to complement the most immediate needs in the following areas: Parks and Recreation, Afford- able Housing, Utilities, Arts and Culture and the 1-10 Corridor. It is anticipated that eventually more citizen participation will be needed to meet expanding community concerns. Subsequent to the Manager's presentation, staff was asked to draft procedures to provide guide- lines for all new commissions. In reviewing the current advisory committee memberships, it was determined that all existing boards, committees and commissions could benefit from adhering to these standardized procedures as well. The attached draft documents are provided for your review. Many documents have shaded areas which indicate a need for a policy decision before the final draft is completed. For instance, there are several highlighted areas identified as "boards, committees and commissions." Based on the definitions of boards, committees and commissions, which staff will provide during the presentation, Council may want to rename existing or proposed advisory bodies. There are also highlighted terms of office - anywhere from 2-4 years. Staff will also make recommendations to Council. Council may also want to provide input for procedures that are not highlighted - either to estab- lish new procedure or delete what is contained in the template. Part of the success of the various commissions rests with the comprehensive, yet easy to use operating procedures contained in the Handbook. Your input is a valuable component of that success. Also included with the draft documents are copies of the current membership of Town boards, committees and commissions, and the scheduled meetings of each. Some ofthese committees may be folded into the proposed commissions or revised to better reflect the Council's need for advisory recommendations. Currently, the only commission and board specifically identified in the Town Code are the Planning Commission and the Board of Adjustment in Title 2 and the Citizen Advisory Commissions JCB/4/5/2006 Utility Board in Title 10. Staff will be recommending that once the final procedures are adopted by Council, all Council-appointed boards, committees and commissions be codified under one establishing ordinance. ATTACHMENTS Current membership lists for the following: Planning Commission, Board of Adjustment, Ma- rana Water Utility Advisory Committee, Manager's Water Committee, Marana Utility Board, Business Advisory Committee, Public Works Arts Project Committee, Senior Advisory Board, Airport Master Plan & Part 150 Noise Compatibility Study Planning Advisory Committee, Local Public Safety Retirement Board, Teen Advisory Council, Parks Committee and Western Heri- tage Committee. Draft Citizen Advisory Commission Handbook, Advertisement, Volunteer with an Advisory Commission (promotion/web site information), Citizen Advisory Commission Application, Re- quirement for Disclosure, Disclosure Statement, and Notice of Regular Meeting statement. Place holders for Appendix items E, F and J, an establishing ordinance, Open Meeting Law in- formation and a draft by-laws are included but the entire documents are not included in this pre- liminary presentation. RECOMMENDATION Council direction to staff to proceed with the preparation of final advisory body documents. SUGGESTED MOTION N one required. {00001219.DOC /} -2- A GUIDE TO CITIZEN ADVISORY COMMISSIONS ~-.. ~ MARANA ~/'" TOWN OF MARANA ((Committed to thefuture....lnspired by the past" Prepared by the Office of the Town Clerk April 2006 THE CITIZEN ADVISORY COMMISSION HANDBOOK 2006 Citizen Advisory Commissions of tile Town of Maran a TABLE OF CONTENTS MISSION STATEMENT COUNCIL AND STAFF INTRODUCTION PURPOSE OF THE CAC RESPONSIBILITY OF THE CAC WHAT IS AN ADVISORY BODY? ESTABLISHING ORDINANCE BY-LAWS RESPONSIBILITIES OF THE CHAIR RESPONSIBILITIES OF THE SECRETARY RESPONSIBILITIES OF THE STAFF LIAISON TERM LIMITS APPLICATIONS, VACANCIES, APPOINT RE-APPOINTMENTS, AITENDANCE ~ RESI RESIGNATION LEITERS PROPER PROCEDURES MEETING FACILITIES PUBLIC ACCESSIBILITY AND ACCOMMODATION OF SPECIAL NEEDS SUMMARYOFTHEAR POSSIBLE CONFLICT POSTING OF MEE CREATING THE A INFORMATION R REQUESTS F CITIZENS AN ITEMS N USE QF T C 'OUC 1\. MI HANDL~NG NEW TOPICS NOT ON THE AGENDA INFORMATION NON-ACTION ITEMS MAKING A MOTION AND VOTING ACTION ITEMS MAKING NO RECOMMENDATION ON AN ITEM RECOMMENDATION LEITERS TYPES OF CAC MEETINGS REGULAR, SPECIAL AND CANCELED MEETINGS THE MEDIAAND MEETING PROMOTION MEDIA 3 3 4 4 4 5 5 6 6 7 8 8 9 9 9 10 OPEN MEETING LAW ST FOR CAC MEMBERS ICES AND AGENDAS 10 11 12 12 12 15 ON THE AGENDA DEPARTMENTS, APPLICANTS, DE AGENCIES RIATE FOR CACAGENDA$ ERHEAD G MEETING ~E . DETERMINATION OF A QUORUM 15 15 16 16 16 17 17 18 18 19 19 19 19 20 20 THE CITIZEN ADVISORY COMMISSIONS HANDBOOK 2006 APPENDIX ADVERTISEMENT VOLUNTEERING WITH AN ADVISORY COMMISSION CITIZEN ADVISORY COMMISSION APPLICATION CAC ROSTERS AND MEETING SCHEDULE CAC ESTABLISHING ORDINANCE BY- LAWS REQUIREMENTS FOR DISCLOSURE DISCLOSURE STATEMENT OFFICIAL POSTING FOR NOTICE OF MEETING OPEN MEETING LAW/CONFLICT OF INTEREST EXCEl THE ARIZONA LEAGUE OF CITIES AND TO SAMPLE TOWN COUNCIL MEETING AGEN A B C D E H I J K THE CITIZEN ADVISORY COMMISSIONS HANDBOOK 2006 2 TOWN OF MARANAMISSION STATEMENT Our purpose is to provide our citizens with high-quality and valuaJ;;>l~municipal services that will enhance and benefit their lives. We will strive to this by being responsive and responsible in working with public a ivate Hies. Our goal is to ensure that Marana remains a safe, stab attractive community . TRATI\TE STAFF g~~ ,Manager A Manager Towp At orney IttlwnClerk r>l~hning Director Chief of Police Director of Finance Human Resources Director Director of Parks and Recreation Director of Public Works Municipal Court Administrator Municipal Court Judge Prosecuting Attorney Name Telephone Mike Reuwsaat Gilbert Davidson Jim DeGrood Frank Cassidy Jocelyn Bronson Barbara Berlin Richard Vidaurri Roy Cuaron Regina Fleming Tom Ellis, Interim Harvey Gill Joe Teta Jim West Jane Fairall 382-1911 382-1912 382-1906 382-1940 382-1960 382-2611 382-2000 382-1930 382-1920 382-1950 382-1500 382-2712 382-2710 382-1941 THE CITIZEN ADVISORY COMMISSIONS HANDBOOK 2006 3 INTRODUCTION Thank you for volunteering your time and energy representing your community as a member of the Citizen Advisory Commissions (CAC). The Town Council (Council) strongly encourages and appreciates the input given by the CACs. The CAC Handbook was created to help you understand the purpose of the CAC, your role as a CAC member, and how to go about getting the information you need to make responsive recommendations. Your participation is impo~tant and we hope you enjoy being a key participant helping to enhance MaraIl,~' s future. PURPOSE OF THE CAC Citizen Advisory Commissions were solely created to provide a'~Qfisistent and inviting community forum for the public to hear about a ive ents on a number of local and town-wide topics. Town officials, staf \Q.ther non-Town staff continually use CAC meetings as an opportut.V: 0 pro.vide the public with information or updates. The Town Council appoi zens f!Q sit on the CACs who have a heartfelt interest in their commut.V:~. RESPONSIBILITY OF THE CAC The responsibili~ of the CAC is to encourage ather public comment on a range of topics, which may affect it$;;irea. After the CAC has reviewed a topic and gathered public commen~s, an ad~.i?oryrecommendation may be relayed to Town Council. The CACs i t is a vqluable component of information the Council and other decision;"IDa boaies. WHAT IS AN ADvtSOR;~BODY? While the cone components in ordinance r la the genera and aiscussions relayed by the CAC are key ative process, CACs do not make or set policies, are not in a position to interpret the zoning orainance, al community plan. A 9od,es provide recommendations on a variety of topics. They are taske wi athering input, making recommendations based on that informa and relaying it to the appropriate Council. Some of the advisory bodies receive a description of their auties from the Town Code, Land Development Coae, or specific ordinances, and some are empowered by a Council directive or resolution. A Council liaison is assigned to most boaras, committees, and commissions to facilitate communications between the advisory body and the Council as a whole. In addition, a staff member is usually assignea to provide aaministrative support to the work of the board, committee, or commission. THE CITIZEN ADVISORY COMMISSIONS HANDBOOK 2006 4 Citizen participation in finding answers to complex questions that face the Town Council can be secured, formally and efficiently, through the use of boards, committees and commissions. Such groups are meant to make recommendations after sifting and analyzing data. Both commission members and Town officials should keep in mind that, for the most part, citizen commissions are advisory in nature, and the Town Council must make the ultimate decision. ESTABLISHING ORDINANCE The establishing ordinance adopted by the Town Council, includes the following information: · Territorial Jurisdiction: the CAC boundaries · Composition: the number of members on the · Qualifications for Membership: Members shall be residents within owners of real property within t managers operating a busin · Terms of Office: Members serve · Removal from office: At any time, membersjQ:l.aybe..removed by a majority vote of the Council or property 1l.ess owners or · Duties of the CACsm relate shall be governed by the rules,-egulations and procedures specifically approved by the yvn (#ouncil. In the absence of procedures to the contrar , Bert's Rules of Order shall govern the ords - CAC minutes and agendas are kept at the Town Clerk's office · Compensation - All members of the Council shall serve without compensation. A copy of the CAC is located at the end of this handbook. BY-LAWS THE CITIZEN ADVISORY COMMISSIONS HANDBOOK 2006 5 Each CAC will be governed by a standard set of by-laws, which can be adapted to the specific purpose of the board, committee or commission. Generally, the provisions contained in the by-laws are set forth below in more detail. RESPONSIBILITIES OF THE CHAIR Being the Chair of a CAC is an important role. Not only are you responsible for conducting the meeting, you are tasked with creating an agenda that is both accurate and timely. By coordinating with the CAC secretary and the stflff liaison, your meetings will be inviting and successful. The following.~~ a list of monthly duties: · Identify timely items requiring CAC action. · Each month, review and decide which items need to be on the agenda. · The Chair is responsible for deciding whether or not then needs to discuss. If the Chair is unsure, the staff lia. can · Coordinate and approve the final format of th CAC secretary can mail it out no later than one week prior · Arrange for another CAC member to c he meeting if you are unable to attend. · After a meeting, assist the secret~ry in;~raftin any recommendation letters. · The Chair signs all CAC ap roved r~f;o endation "letters". In the absence of the Chair, any other CAC ber may · On the first CAC age the}l"ear; include "Selection of the Chairman". The chairmanship shoul d amongst the CAC members to give others an opportunity to share ibilities. Each CAC Chait an secretary should coordinate mutually convenient processes~~<pandle<<;A business and agenda creation. Some work effectively using\~he ppo e use e-mail or faxes, and some arrange to meet oc'" ally in pe son. RESPONS BILITIES OF THE SECRETARY Duties the CAC secretary include: · Attend scheduled CAC meetings to take and transcribe summary minutes. · Sign and send copy of approved minutes to the Town Clerk's office. · Contact CAC Chair and assist in preparing draft agenda. THE CITIZEN ADVISORY COMMISSIONS HANDBOOK 2006 6 · Call or email the project applicants to notify them of when their project is on the agenda. · Two weeks prior to an upcoming meeting email the draft agenda to the Staff liaison to review. If you do not use e-mail, please call and review the agenda verbally with the staff liaison. This is a necessary step to ensure the agenda is accurate. · At the direction of the CAC Chair, prepare the final agenda and mail no later than one week prior to the meeting. · Send copies of the agenda, draft minutes and other related infor to the CAC members. · Send copies of the agenda to everyone who is on the CAC ma · Post the CAC agenda in designated public places as soon. after the agenda is finalized (note the 24-hour posting requirement). · Maintain the CAC mailing list. · Make additional copies of the agendas and..~~~ available for the public at CAC meetings. · Canceled meetings - send everyone on the C mailing list a cancellation notice and post the notice in the usual public pIa~€s. · Within a week after a meeting, tra e ~nd mail CAC correspondence as directed by the CAC Chair. ~cretarie OT responsible for drafting or creating recommendation.lette~~. · Maintain records of agend~/approved minutes and correspondence. · Bring CAC materi s member name-cards, maps, and other regularly used CAC mat~;rials, eeting. · If unable to atte eeting or complete routine CAC tasks, contact the staff liaison as as p~ible. c etains the official CAC minutes. Refer all public requests for cop~es Qt~pp ed minutes or CAC correspondence to the Board office. · Send invoices for service after each meeting to the Board office and arrange to obtain office supplies, as needed. RESPONSIBILITIES OF THE STAFF LIAISON The staff liaison assists and provides support for the following: · Assists in the creation of the agenda and reviews the draft agenda for accuracy. · Attends CAC meetings; prepares updates and arranges for town staff to attend when necessary. THE CITIZEN ADVISORY COMMISSIONS HANDBOOK 2006 7 · Prepares responses to inquiries made during public comment. · Prepares responses of requests from CAC members. · Arranges for meetings that may have a large turnout (new location, chairs, tables, audio equipment, refreshments etc.) · If secretary is not available, staff liaison takes and transcribes minutes. The staff person assigned to your CAC is the direct link to your Town Council, other town/ department resources and is here to help you. A list of Town Council's staff can be found at the end of this handb<t50k. CAC members do not have term limits. CAC members serv can remain as a member as long as he/ she is re-appointed~ expires. CAC members serve at the pleasure of the Town C . removed from office by a majority vote of the Boatq afany ti~e. and e term nd can be TERM LIMITS APPLICATIONS, VACANCIES, APPO APPOINTMENTS, ATTENDANCE TS, RE- NATIONS APPLICATIONS Any member of the community wh or. works in Marana and who wishes to serve on a Municipal Adv:~~pry Cou ust fill out an application and submit it to the Town CI . e. pplications of persons not appointed to the CAC are kept on file! or pplications of persons appointed to sit on a CAC are kept until 110 longer a member. some instances there may be a vacancy. The Town ta a database of information regarding each CAC member ation date. If a member chooses not to be re-appointed or if a prior to term expiration the seat must be posted as vacant prior a new member. The process of filling a vacancy is: LThe Town Council at a regularly scheduled meeting accepts the resignation letter or vacancy. 2. A Notice of Vacancy for the CAC is posted at the Marana Municipal Complex after the Council accepts the resignation or vacancy. 3. The Notice of Vacancy is posted a minimum of 4. After the posting period, all a lications on file are considered by the Town Council ENTS THE CITIZEN ADVISORY COMMISSIONS HANDBOOK 2006 8 5. The Town Council selects an applicant and the name is put on the next Town Council agenda. 6. The Town Council approves the appointment of the new CAC member. RE-APPOINTMENTS When a CAC member's term expiration date is close, the information i~given to the Staff liaison by the Town Clerk to review with the Council. TheCouncil may choose to re-appoint the incumbent member or appoint a new 01)*4.. If thelJlember is re-appointed, the re-appointment is placed on an upcoming...~ouncil ageI1,da for approval under consent items. Should the Council choose to a~point a new member, steps 2 - 6 under vacancies would occur. ATTENDANCE Unless otherwise specified in the CAC By-laws adQ~ advisory body, if an appointed member of any board, committeeQ~CO SlOn is absent without prior excuse from three or more consecutiV'e. schedule eetings or from more than one-half the meetings in anyone calendElt.year; such member will be considered to have resigned If a CAC member chooses to of resignation needs to Center Drive, Mara ign hi~/Jtler position on the CAC, a written letter town Clerk's office at 11555 W. Civic 3. RESIGNATION LETTERS All meetings, vo ords (including minutes) of Town and com . ns a pen for public review unless state law or Town resolution allow~the .. the meeting and any votes of the record for a specified and all ed purppse. Rarely will a board, committee or commission be involved wit ~r~hat may be considered for a closed session. MEETING FACILITIES Meeting facilities for boards, committees and commission meetings are available at the Marana Municipal Complex, the Marana Operations Center and the Parks & Recreation Department. It is the responsibility of the staff liaison to obtain a meeting place for the board, committee, or commission that they serve. There are several rooms in the Marana Municipal that may be used for this purpose. THE CITIZEN ADVISORY COMMISSIONS HANDBOOK 2006 9 PUBLIC ACCESSIBILITY AND ACCOMMODATION OF SPECIAL NEEDS Arizona Revised Statutes, Section 38-431.01 requires that all meetings are to be held in a location that allows for public attendance. Further, in 1992, Congress passed the Americans with Disabilities Act (ADA) which requires all services, programs, activities and functions of the Town to be accessible to people with disabilities. In compliance with this Federal legislation, meetings of all qoards, committees, and commissions are required to conduct public busine~in an accessible and barrier-free environment. Individuals with special m~eds~re encouraged to communicate their needs to the Town in advanc~ of any g so that proper accommodations can be made, if any are requife<iIJoI' the individual to participate in the meeting. In the event an individual with a special disabili advance notice of the need to provide an acco make every effort to postpone and reschedule the' individual is attending the meeting until ar:J?(tnge~ need(s) of the person. atten(;is eting without . on, t4~ Chairperson shall oj)Qusiness for which the n be made to satisfy the SUMMARY OF THE ARIZONA <:)l-'EN MEeTING LAW subcommittees and advisory committees, shall ltten minutes or a recording of all their meetings, ons. For meetings other than executive sessions, such >shall include, but not be limited to: ime and place of the meeting e embers of the public body recorded as either present or absent. eneral description of the matters considered. 4. n accurate description of all legal actions proposed, discussed or taken, and the names of members who propose each motion. The minutes shall also include the names of the persons, as given, making statements or presenting material to the public body and a reference to the legal action about which they made statements or presented material. C. Minutes of executive sessions shall include items set forth in subsection B, paragraphs 1,2 and 3 of this section, an accurate description of all instructions given pursuant to section 38-431.03, subsection A, paragraphs 4,5 and 7 and such other matters as may be deemed appropriate by the public body. A.R.S.5ection 38-431.01 Mee 'n A. All meetings of any pub desiring shall be permit proceedings. Allleg meeting. B. All public b dies provide for the including ecu minutes 0 s shalIsbe QOen to the ublic. dy shalFbe public meetings and all persons so and and listen to the deliberations and f pUblic bodies shall occur during a public THE CITIZEN ADVISORY COMMISSIONS HANDBOOK 2006 10 D. The minutes or a recording shall be open to public inspection three working days after the meeting except as otherwise specifically provided by this article. E. All or any part of a public meeting of a public body may be recorded by any person in attendance by means of a tape recorder, camera or other means of sonic reproduction, provided that there is no active interference with the conduct of the meeting. F. The secretary of state for state public bodies, the city or town clerk for municipal public bodies and the county clerk for all other local public bodies shall distribute open meeting law materials prepared and approved b e attorney general to a person elected or appointed to a public body pr to the day that person takes office. G. A public body may make an open call to the public duringapul?lic me ng, subject to reasonable time, place and manner restrictions, to allow individuals to address the public body on any issue within the jurisdicti the p~lic body. At the conclusion of an open call to the public, individual of the public body may respond to criticism made by those wh addressed the public body, may ask staff to review a matter or may as att~r be put on a future agenda. However, members of the pqb a not discuss or take legal action on matters raised during an opl~;n call ublic unless the matters are properly noticed for discussion and legal actio H. A member of a public body shallrtot knowin~~y direct any staff member to communicate in violation of this article. POSSIBLE CONFLICT OFJNTERES'fFOR CAC MEMBERS Occasionally, a CAC m before the CAe. CA community and the touch on issues efo may hct:ve a conflict of interest regarding an item rs areibften active in many areas of their y be instances where their professional activities CAe. he CAC member should mention the conflict when the agenda, and remove him or herself from any CAC vote endation on the item. That allows the CAC to remain as sible in the advice it provides, without limiting the activities of rs serving as public-spirited volunteers. Like any member of the public, however, the CAC member is welcome to participate in public comment and discussion of the item and may be able to provide information on the item. If you are unsure as to whether or not there is a conflict, please notify the Staff liaison with your concern, who will research the concern and give you direction. THE CITIZEN ADVISORY COMMISSIONS HANDBOOK 2006 II A copy of the Arizona League of Cities and Towns "You as a Public Official: Conflict of Interest, Incompatibility of Offices, Public Records, and Financial Disclosure" statement is included for additional reading in the Appendix. POSTING OF MEETING NOTICES AND AGENDAS Notices of meetings are required to be posted at least 24 hours in advance of the meeting, and such 24-hour period shall be calculated exclusive of weekends and holidays. In an emergency situation, less than 24 hours is acceptable. A bulletin board on the southern exterior wall of the Marana Munic: omplex is used for this purpose. Notices may also be posted on the offi~aI web sltff. CREATING THE AGENDA There are many ways to create an agenda. Ultimately, the items are placed on the agenda however; input fro hers 'des which ys helpful. When drafting the CAC agenda, the Council' meetings, contained in the Town Code, Title 2, Chap a e used as a format guide. Procedures for meetings and a samp I agenda is provided in the Appendix. CAC agendas must be cgJJls.istent t rote a timely and productive meeting. The CAC agenda must haY'e ef'\{:;mgh information about each agenda item so a member of the public - w ay I1ever have attended a CAC meeting before - will have a good ide~of what lbe discussed and what action the CAC is being requested t9..Jiflke; The Arizona Open ~~:tinl:l:aw requires that the CAC not take action on any item not listed on theag~nda..9l' an information item. INFORMATI QUIRED ON THE AGENDA endathe following guideline is recommended: terhead provided by the Town Council' office. t the date, time, and location of the CAC meeting, including the address. 3. Set time limits and list these on the agenda It is helpful for the Chair to set time limits for agenda items. This helps assure all presenters receive a hearing. Depending on the length of the agenda, suggested times might be 10 minutes for a presentation, 5 minutes for a town staff response, and 15 minutes for a CAC member and public questions and discussion. These time limits should be listed on the agenda to help with the flow of the meeting. THE CITIZEN ADVISORY COMMISSIONS HANDBOOK 2006 12 4. Flag Salute / Pledge of Allegiance (optional) 5. Call to order and introduction of CAC Members. While you may have a core group of the public who attend every meeting, it is still a good idea to for each member of the CAC to introduce him or herself or have name plates in a prominent location. 6. Approval of Agenda The agenda must be approved prior to discussion. You may delete an item from the agenda, however; keep in mind that there may be aud~ence members who've come to the meeting to hear that particularit'etn. The Chair should ask the audience if there is anyone who has attend to hear the item you have chosen to delete from your agenda; t;b,~ secretary n get their name and address and send them an agenda wh€!"that item is back on. 7. Approval of Minutes CAC members should review the draft mi meeting. The CAC secretary is responsibl minutes. These minutes are not verba available upon request at the Town~!erk's Drive, Marana, Arizona 85653 or by e":~il " 8. Public Comment Section The Open Meeting Law requ his ection on the agenda. The CAC may listen, however; no ac 'on can n on items brought up during the Public Comment sect f the 9:g nda. This is a time for the public to discuss any ite the agenda. The Staff liaison assigned to your CAC can;ass ber of the public with issues not listed on the agenda. 9. Public E!~~ent dr1lAgenda items As the CAC exists to receive input from and provide information to the pub ., appropriate that the public have the first opportunity to speak on a t presented to the CAC, BEFORE CAC members provide ws. This helps assure a CACs objectivity in considering a project- eiH and perceived - so CAC members can consider public comment b~tpre they ask their own questions, present their own views, and take a position on the project. Public comments are essential in making responsible recommendations on issues. You represent your community. You are their voice. rior to attending the . ing summary approved minutes are ic at 11555 W. Civic Center onson@marana.com . 10. Information / Non-Action Items Any topic listed should include as much information as possible regarding the project, program, issue, where the item is in the planning process (if applicable) and the presenter's name. Items listed under this section do not require any action from the CAe. The item is for THE CITIZEN ADVISORY COMMISSIONS HANDBOOK 2006 13 information only so that the public and CAC are aware of the issue. Information items allow the CAC to review an issue/project and make verbal suggestions to the appropriate party (Le.: developer, town staff) BEFORE that issue/ project is brought back as an action item for the CACs possible recommendation. 11. Action Items Action items allow the CAC to make a recommendation on an issue/project after they have reviewed the facts and gathered in,Rut from the community. Action items listed on the agenda must have.~\2-etailed project description: name of the project, its physicallocati()n, a . f description of the project, the name of the project applicant, and th me ' of the presenter. Additionally, it should be noted what aCt~()rt.the C Cis being requested to take. For example: "The CAC ~~y mak recommendation on the location and size of project~.lll'b,e C may make a recommendation on the design, lighting aqQ;}~igna~~bf file building." 12. Sub-Committee Reports (optional) Some CACs have found it useful to es ~~ndi'ftg subcommittees on areas of local interest. Examples mi fttltffic, transportation, public safety, parks & recreation, ed d schools, land use, and fire protection. Such subcommittees usuall a CAC member as chair and may add other members ofttQe cQp11TIuni who wish to participate. The committee chair usually provl(:l;~s a b~ief report at each meeting. A CAC also may 'deto establish ad hoc subcommittees/task force to address short-te es aflocal interest, such as the possible formation of a local recr trict or construction of a local facility like a park or a community least one CAC member must sit on the subcoITlJ'l:1itt ther members of the community who may wish to participate; mittees also provide regular reports to the CAe. StartGliqg or a'Qhoc subcommittees can meet as needed. So as not to violate ;}.the Open ~eeHng Law requirements, the number of CAC members 'serving on the subcommittee must not reach a quorum. . orrununity Reports (optional) 'Y()ucan invite local organizations to update the CAC on community events. If they regularly appear at CAC meetings, listing them on the agenda allows them a s ecific time to s eak. The local Chamber of Commerce, re a few examples. Not all CACs partake in having a specified section for these reports due to the length of their meetings. These organizations are always welcome to speak during public comment. 14. Town Council Report (optional) THE CITIZEN ADVISORY COMMISSIONS HANDBOOK 2006 14 Having the Town Council report listed on the agenda is somewhat tricky in that the public may assume the Council Member will be at the meeting. While each of the Council Members assigned as liaison make every attempt to attend CAC meetings, due to the complexity of their positions and the fact they are considered "part-time" Council Members, being present at every CAC meeting is sometimes difficult. 15. Adjournment Indicate the date of the next meeting 16. Noticing - Americans With Disabilities Act Legislation has recently been amended regarding the Am~ric s . th Disabilities Act (ADA) requirements be placed on noti agend~ materials. The following paragraph MUST appear on ev C agenda: The Town of Marana is committed to ensuring thatperso disabilities are provided the resources to participate { meetings. If you require disability-related n;lot1i;~icatiops 0 accommodations, including auxiliary aid ~ices, please contact the Town Clerk's office. Examples of CAC agendas can be found at this handbook REQUESTS FROM TOWN DEPARl~ENT , APPLICANTS, CITIZENS AND OUTSIDE AGENCIES Town staff may request time~p the age to discuss a variety of items. Applicants, citizens, an rafl~ncie8 may request time as well. You are encouraged to do sorp. ch a.nd check with the Staff liaison to determine the necessity, appropri d timeline of the items placed on the agenda. TE FOR CAC AGENDAS ld not be discussed or placed on the CACs agenda for ITEMS NOT~' The following ite discussion~ .Ca.~paign related information · Federal or state legislation Superior court, municipal court or traffic court issues Disputes or claims against the county · Family law issue If you are unsure about the appropriateness, please contact the Town Clerk's office for clarification. USE OF TOWN LETTERHEAD Town letterhead is used for approved purposes only. Town letterhead may be used for agendas, minutes, and CAC approved recommendation letters. Town letterhead may not be used for personal letters. THE CITIZEN ADVISORY COMMISSIONS HANDBOOK 2006 15 CONDUCTING A MEETING Because each CAC represents its own unique community, it will establish its own meeting procedures. Some CACs tend to be more formal in procedure, some are less formal. When setting up meeting procedures, it's important to keep the CACs goal in mind - to encourage public input on all issues it considers, to gather and convey public input, and provide advice to the Town Council. It is the responsibility of the Chairman to direct the meeting. A CAC should not be any longer than two hours. Having time limits and m.ai productive dialog is imperative. eeting 'ning We suggest the following guidelines be followed: 1. The Chair calls the meeting to order. 2. Welcome and introduction of CAC members shou quorum? . Is there a ATTENDANCE. DETERMINATION Of'AQUORUM In order to conduct business, the board, co . ttee or commission must have a quorum. A quorum is a simple majo,ity (half m.embers plus one). The Chairperson is considered a mem . e determination of a quorum. If a CAC is unable to reach uorumegular or special meeting, the CAC Chair may decide eithertg~ h~}rrieeting OR to hold an informal gathering to discuss any scheduled tilhds and committee reports. In either case, the event would not be nsi. ... a C meeting and the secretary would not take regular minutes. Ins thtil{,,~cretary should take informal notes for the CAC records, sendi c e Town Clerk's office, indicating that the CAC did not form a quor Can either chose to adjourn or to continue with an informal g.t~~Eing1:g.9iscuss items of community interest. Of course, the CAC cannq! takej1l}1;i:,,~on at this gathering. UnleSSQ1:h~fW1se specified in the CAC By-laws adopted by the advisory body, if an apPQint~d member of any board, committee or commission is absent without prior excUse from three or more consecutive scheduled meetings or from more than one-half the meetings in anyone calendar year, such member will be considered to have resigned MINUTES Minutes taken at board, committee and commission meetings should contain the following information: THE CITIZEN ADVISORY COMMISSIONS HANDBOOK 2006 16 1. The date and time the meeting convened and the meeting place 2. The calling to order by the Chairperson 3. The roll call, including a recording of the names of the members present and absent 4. A listing of others in attendance at the meeting 5. Unfinished and new business items and a very brief summary of the discussion and any motions made and voted upon by the members 6. The vote taken by a board, committee or commission on a ; if a roll call vote is taken, the ayes and nays shall be attributed to each memper voting, or if not voting, the abstinence 7. Any future meeting dates, times and location, if d 8. The time of adjournment 9. The name(s) of the individual(s) taking the..rhin~tes Minutes are usually approved by the boardrco~tt meeting. HANDLING NEW TOPICS NO ON THEl\:GENDl\: Sometimes new topics are raised at A.C ll;leeting, which aren't on the agenda. The Arizona Open Meeting w requ hat the CAC have an item listed on its agenda before it can take an ion o:tl i or even discuss the matter at any length. This is a matter eople interested in the subject, but who are not at the meeting, e a the CAC will consider it. If the new topic has enough public inter E7.rn, the CAC chair may add it to the agenda for the next meeti If is especially timely, the CAC may decide to schedule a specI to consider the item and make a recommendation. INFO ON-l\:CTION ITEMS The Chair in ites the presenter to speak first; asks the public for any comments; then C members for any comments; the Chairman closes public commel;1,t9rld b.rings it back to the CAC for any ending remarks, suggestions or comments. Information items require that NO FORMAL ACTION be taken. Under Information items the CAC can request the following: · That the presenter retu.rn at a later date to update the CAC on the status of the project, program, or issue; · That the Staff liaison follow-up on an issue and update the CAC at a later date; THE CITIZEN ADVISORY COMMISSIONS HANDBOOK 2006 17 · That the item be placed on an upcoming CAC agenda as an action item; or · That a recommendation letter be drafted, transcribed, and brought back to the CAC as an action item for CAC recommendation. MAKING AMOTION AND VOTING The Town Council has asked the CACs to carefully consider and provide recommendations on local projects. It is important the CAC have complete information on any project before them. The CAC needs to know the~t:atus of a project in the Town's planning process so recommendations aren'tma too early or too late in the process. Projects often change and the cite shoul e its recommendation when the project is about to go before a platlpi,I'tg decislOn- making body. Before making its recommendation, the CAC shoul e-vlew final project documents, town staff recommendations!. ten resentations by the project applicants. Equally important, the CA.~~fuust encourage full public discussion and avoid stating conclusiohsab.ou roject before public discussion is complete. CAC members art~t n seen as objective and unbiased. The CAC must hear sufficient public ~omme discussion to determine the public's thoughts on the topic. ACTION ITEMS The Chair invites the pres comments; asks the C comments and brin questions or comme CAC member a minute and writ written cl . all you h)-tend no Conde a he spe~ asks the public for any questions or or any questions or comments; closes public ussicm back to the CAC for any further discussion, air indicates hel she will entertain a motion. Any tion. It is highly recommended that you take a ~.ou motion on a piece of paper and read it out loud. This e secretary and the audience to understand exactly what end. Any member can second the motion. If a motion is en the motion dies. The Chair can repeat the process of obtaining AC can make a motion: To send a recommendation letter that: · Either approves the project or denies the project; · Approves a project with specific conditions; · Denies the project due to specific outlined reasons; · States the CAC does not want to take a position. To request: . That the presenter return at a later date to update the CAC on the status of the project, program or issue, THE CITIZEN ADVISORY COMMISSIONS HANDBOOK 2006 18 . That the Staff liaison follow-up on an issue and update the CAC at a later date. That the project be placed on a CAC agenda as an action item at a later date. . MAKING NO RECOMMENDATION ON AN ITEM In some cases, after hearing all available information on a project, a CAC may decide to make no recommendation on a project. If the CAC doesn't mqke a recommendation, however, they may comment that specific element f the project should be considered, such as traffic or impacts on local water lity. The CAC would write a letter to the decision-making body witpits co ts, also indicating it has no recommendation on the entire project. RECOMMENDATION LEITERS Every time a CAC votes on a recommendation re the Chair or a CAC member drafts a brief letter t making body summarizing the CACs reco1ll1}J,~9~? It's important that the CAC communicate romp their recommendations can be considered a the jecf or an issue, 'ate decision- ding the motion. the Town Council, so uncil may take action. Because the CAC exists to advise tP~ Town Council, the CAC should work to accomplish community requests. F6rexample, if the community would like Engineering Department to ~~tall a sigrtfl,lor stoplight at an intersection on a state highway, the CAC ~9pld~rite t<i) the Town Council with the request. They may send copies of th tterto 6th~.:Etown departments (Le: Public Works,) or non-Town agencies a County Water Resources). The CAC should always copy the To ffice on all correspondence, regardless of the letter's addre T ry would transcribe the letter on CAC letterhead and send it. guideline/ meeting announcement is located as an e end of the handbook. TYPES OF AC MEETINGS · REGULAR MEETINGS Most CACs meet on a monthly basis. · SPECIAL MEETINGS Sometimes the CAC must meet at a different time or location other than its regularly scheduled meeting time or place. This may be because the CAC may expect a large audience to hear a particular agenda item or because they must discuss an item in time to meet a deadline for the Town Council, or for THE CITIZEN ADVISORY COMMISSIONS HANDBOOK 2006 19 another reason. The Chair or the Secretary should distribute the special meeting agenda a week before that meeting. However; if that's not possible, they need to post the special agenda in the usual public places at least 24 hours before the meeting to meet the requirements of the Arizona Open Meeting Law. Special CAC meetings are fairly rare. Also, if the Chair reviews the mail weekly and talks regularly with the Staff liaison for the CACs area, it's most likely there will be time to post a special meeting agenda to meet fArizona Open Meeting Law deadlines. · CANCELED MEETINGS Occasionally, the CAC Chair may decide to cancel a regular eduled meeting. The chair usually does this after talking with the liais<?!liland determining the CAC has no timely matters to consider. A embers are all volunteers, an occasional break is reasonable, espeeiai~y dur t e winter holiday months. There may be rare occasions whettrth,~:i!;.:;~!;.:; nair learns there will not be a quorum of CAC members availillrJ pcbming meeting. That is also a good reason to cancel a meeting 9~to resc a meeting, if there are pressing matters the CAC should discuss. THE MEDIAAND MEETING PRO.M.OTI MEDIA Media promotion and covera~.e of CA eetings varies widely. Some newspapers include CAC lJ:'l,~et:i~gs intheir community calendar listings and others don't. Some CAC.meIl:lberg;~ve written letters to the editor or guest columns on importal~cortU');lUnity issues to raise local awareness of the CAC and its activities. advisory body to the Town Council and created by the rop~~ate that information about the CAC appear on the Town's here members of the public would most likely seek CAC ere is current information on the CACs on the Town's web site at om CACs . Each CAC is listed with the following information: · General CAC background · The CAC member list · Information on how to suggest items for the CAC agenda · Information on how to apply to be a member on the CAC APPENDIX THE CITIZEN ADVISORY COMMISSIONS HANDBOOK 2006 20 A ADVER. TISEMENT The Town of Maran a is seeking qualified persons to fill the vacancies on the following Citizen Advisory Commissions: Arts Commission (2) Affordable Housing Commission (1) Airport Commission (1) Water and Utility Advisory Commission (3) If you are interested in participating in local government and wo your time and expertise to discuss issues and make recommendat Council, please visit the official website for the Town at the link for Community Services. You can read about the co responsibilities and download an application. If you prefer, y application at the Marana Municipal Complex, 115 Civi 382-1962 to have an application mailed to you. The advertisement will remain active for 10 publication. B VOLUNTEERING WITH AN ADVISORY COMMISSION Mayor and Council, and staff at the Town of Maran a, would like to thank all past, present and future members of these various advisory commissions for giving so generously of their time. This spirit of involvement helps make Marana one of the best places to live in the country and contributes to the mission of the Town, which is to provide citizens with high-quality and valuable services to ensure that Marana remains a safe, stable and attractive community. Applicants of all ages, genders, neighborhoods, racial origins, income l~ disabilities are encouraged to apply in order to appoint advisory bodies wi representation of the broader community and to address the issue~ of those communities. ORIENTATION SESSIONS e applicants: The following orientation sessions have been scheduletl;fQr pr . Monday, April 20, 2006, 5:30 p.m., Mu center . Thursday, April 23, 2006, 7:00 p.m., center plex, 2nd floor conference Complex, 2nd floor conference Orientation sessions will last approxl served. y oIle hour. Light refreshments will be It is recommended that body attend a meetin agencies are open to public. 'hts who wish to volunteer for an advisory vis ody before applying. Meetings of most civic . All Town of Maran a meetings are open to the itted to the Town Clerk no later than 5:00 p.m., April 28, ELIGIBILI APPLICA TI~N CRITERIA · Applicants of all ages, genders, neighborhoods, racial originals, income levels and persons with disabilities are encouraged to apply. · Applicants must live or work in Marana year-round. · Applicants must be able to demonstrate relevant experience OR knowledge, abilities and skills related to the mandate of the advisory commission. · Nomination by a community group working on issues related to the advisory commission's mandate will be considered an asset. · Some knowledge of civic services/jurisdiction will be regarded as an asset. . Applicants should be able to serve for the full term of the appointment. . Applicants may not be employees of the Town of Mar ana. · Other application criteria which applies to individual commissions are included in the agency descriptions. NOMINA nONS Applicants may either be self-nominated or nominated by a group or organization. Unless otherwise specified in the agency description, appointees serve in their private capacities and not as representatives of a nominating organization. REAPPOINTMENTS Individuals who are presently members of an advisory body expire are eligible to reapply. to TIME COMMITMENT Time requirements vary among the advisory bodies. included in the description of each body. Please that you have sufficient time to devote to the Town. REMUNERATION Successful candidates will serve without remu demands are imates to ensure NOTE Copies of all applications will be ma ailabJe to the Marana Town Council, staff and the applicable advisory cq ission life sole purpose of making appointments to advisory bodies. Your infaI' tion is.c ected under the authority of the Freedom ofInformationanail?.ro i bfPrivacy Act and any applicable bylaws. .. contact: Clerk, (520) 382-1999 or e-mail A ditional contacts at the same number are Tim Mattix nd Crystal Wheeler cwheeler@marana.com. N1S ARE MADE A11~ppoin.. e made by the Town Council. Appointments are for years except.~~~{e i"dicated. Copies ofjall applications will be made available to the Mayor and each Council Member. Appointments to advisory bodies will be made by the Council during a subsequent meeting. Appointments to advisory bodies will be made by the Town Council after the deadline for applications has closed. Every person who obtains an appointment will be notified as soon as possible by telephone. All applicants for any position will receive a letter from the Town Clerk's Office listing the nominees who have been appointed. HOW TO APPLY First, review the list of vacancies. Applications will not be accepted for a vacancy which is not listed; please do not apply if no vacancy is shown. The application form has been turned off for commissions which have no vacancies. Next, carefully review the description of the advisory body which interests you before applying. See descriptions of all advisory bodies. Go to the online form and submit your application. (Please submit a separate application form for each commission for which you wish to apply.) APPLICATION DEADLINE The application for the following bodies is April 28, 2006: Board of Adjustment Planning and Zoning Commission Water Advisory Commission Arts and Culture Commission Heritage Foundation Committee Teen Advisory Council You must use the application form to apply. Please application. More recent information should be listed s possible when fIlling out your I you are unable to use the online form for a,ny reason, print Paper applications shoul Jocelyn Bronson. Town (tlerk's Office 'nity Informa~QltServices, 1'1 Floor 55 W. CivltCenter Drive ana, Arizona 85653 .ay, 8:00a.m. to 5:00 p.m. to the above address or faxed to (520) 382-1998, attention c CITIZEN ADVISORY COMMISSION APPLICA nON The citizen advisory commissions (CACs) were established to provide meaningful, timely and effective public participation, essential to successfully implementing Town of Marana policies, program and projects. ACi~.i.~~~.,.~~~.!:~~.~~...~.~mmission is a tool that the Town uses to involve citizens, EllI~l;irl~iIILI.1 and/or project partners more directly in planning, program development and decision making. Commissions may be formed for geographic or program areas, or to evaluate proposals for specific projects. If you are interested in serving on a CAC, please complete this application. The Town will use this information when considering appointments to advisory commissions. Please note that the Town's policy is to not share personal contact information when requested by private or public entities. However, this application is a public document and may be subject to public disclosure if requested under the Arizona Public Records Law. In the past, the Town has received requests for lists of active committee members, including requests from media sources and political officials. First Name Last Name E-mail address Mailing Address State ZIP r II ~m interested in :;erving on ~n urb~n renew~1 ~d'Jisory Icommittee (URAC). interested in serving on the mission. I am interested in serving on a commission for projects related to Arts Neighborhood Revitalization Business Districts r Economic Development/Jobs r Parks, Trails, and Recreation r Budget r City Center Development r Housing r Water ~::~~:::~~~~o~i:::en ~tousl~D:::~1 on a CAe Committee/Commission: Dates: I r I am currently, or have previously served on a board, committee, or commission of another P,bIiC or private organization. Committee: I Dates: . Describe our ualifications for servin on a CAC: Wh ou are interested in servin on a CAC?: Describe any other personal involvement in local community activities (e.g., civic club, service or fraternal or anization rofessional association volunteer, etc.) Marana strives to establish commissions that reflect a variety of stakeholder interests and community diversity. Check all that apply. r Homeowner in Marana r Renter in Marana Property owner in Marana r Business owner in Marana r r r r Work in Marana Ethnic Minority Parent/guardian for kid(s) in school I Other ways you can contribute to the diversity of a group? i " ,~,~_.,c,...., c C c, cc cc cc C C cc cc cc,_.__".,~"..,".,.^'~..,"'____,_,_~~~~ What is your normal availability / preference for attending meetings? me of Day Wednesday Saturday Day of Week Even Hours per month r 1-2 r 2-4 r 4-6 r 6-10 Duration of Service r 6 Month 1 yea r r 2 Yea r r 2+ Years References: List two people who know about your qualifications and interest. Name rN'N~~"''''''''''''_'mm_'m IAddress Day Phone IMPORTANT LEGAL INFORMATION AND REQUIREMENTS FOR COMMISSION MEMBERS Anyone appointed to a committee by the Town of Marana is a "Public Official" per and a "CAC Official" per the CAC Code of Conduct; and is obligated to adhere to related standards of conduct and ethics. In particular, the Town of Marana needs to be aware of any actual or potential conflict of interest that could occur if you are appointed to a CAC. List the names of any business that you or a member of your household currently have an ownership interest (other than shares of stock in publicly traded corporations), serve on the board of directors, or are an executive management employee. Name of Business Person with Interest Type of Interest ,"'"> ,..... .. .. Have any of the above businesses conducted any business (e.g., supplier of goods or services, contractor, consultant) with the Town of Marana in the past 24 months? r No r Yes. in: Are you, a relative, or any member of your household an employee of the Town of Marana? r No r Yes. Explain: H~\:e 'fou, ~ rel~ti'Je, or any member of 'four household or a business listed ~bove ever received financial assist~nce from rDC? If yes, ple~se describe. Is ~ balance due still outstanding? List by name any compensated lobbyist with whom you, or a relative, or a member of your household shares any direct>~.S~Q.~~.,!,S..!r!.~~rest such as a partnership, joint venture or similar business relationship. (111~11:!.111 Name of Lobbyist on with Interest Interest By submitting this application I affirm that all of the information contained herein is true to the best of my knowledge, and that I understand that any misstatement of fact or misrepresentation of credentials may result in this application being disqualified from further consideration. I also agree to abide by the CAC Code of Conduct and notify the Marana Town Clerk of any changes to this information. D PLANNING COMMISSION The Planning Commission shall have 7 members. The members shall serve 4-year terms, expiring on June 30th ofthe designated year. The Planning Commission meets the last Wednesday of each month at 6:30 p.m. at the Marana Council Chambers. Russell Clanagan 8868 N. Silver Moon Way Tucson,~ 85743 Hm. 579-2331 Wk. 770-3205 Cel. 631-9264 e-mail: rclanagan(iV,asdb .state.az. us Thomas M. Hestwood 13607 N. Sunset Mesa Drive Marana,~ 85653 Hm. 572-6448 e-mail: heast wood(iV,eartWink.net Dave Wostenberg 7997 N. Gillespie Lane Tucson,~ 85743 Cel. 548-3982 Wk. 321-4625 ext 334 Fax 321-0333 e-mail: dwostenberg@yahoo.com dwostenberg@eectuc.com Term Ex ires: 2007 Billy W. Schisler 12561 N. White Avenue Marana,~ 85653 Hm.682-3560 Jon Post 13801 W. Kirby Hughes Road Marana, ~ 85653 Fax 616-6046 Cel. 404-2006 e-mail: postfarms@aol.com Jack Noble 7622 W. Starry Night Lane Tucson, ~ 85743 Hm.744-7412 Fax 744-8276 Cel. 465-5110 e-mail: nbliw@comcast.net John Dailey 11251 West Harvester Dr. Marana, ~ 85653 Hm. 744-4428 Wk. 206-2079 e-mail: John.Dailey(aJ,pima.edu Term Ex ires: 2009 I:\Lists\BOARDS COMMISSIONS COMMITIEES\Planning Commission Membership.doc 8/10/05 BOARD OF ADJUSTMENT The Board of Adjustment shall have 7 members. The members shall serve staggered terms with four members initially serving a term of two years and three members to serve a term of four years. The Board of Adjustment meets the second Wednesday of each month at 2:00 p.m. at the Marana Town Hall. Jack Noble 7622 W. Starry Night Lane Tucson, AZ 85743 Hm.744-7412 Wk. Fax 744-8276 Gel. e-mail: nbliw@comcast.net Elaine Perillo 9382 N. Desert Mist Lane Tucson, AZ 85743 Hm.744-2868 Wk. Fax: Gel. e-mail: Bob Anderson 7866 N. Wade Springs Drive Tucson, AZ 85743 Hm.744-0265 Wk. Fax: Gel. e-mail: Lyn Alvarez 7640 N. Quail Ridge Drive Tucson, AZ 85743 Hm.572-8988 Wk. Fax: Gel. e-mail: Bill Raffone 13616 N. Sunset Mesa Drive Marana, AZ 85653 Hm.572-0221 Wk. Fax: Gel. e-mail: Victor Parmentier 7984 W. Wandering Springs Way Tucson, AZ 85743 Hm. 572-0811 Wk. Fax Gel. e-mail: Bill Ohl 8218 W. Girculo de los Morteros Tucson, AZ 85743 Hm. 744-7311 Wk. Fax. 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N ..- "- o +-" U ~ o en a> E :;:::; :::> COco ('I')~ T"""co I'-T""" O)LD LDo) T""" NI'- I q> I I ~I'- ~~ ('I')~ ('1')0) I N I ISOISO E 8 E ro 0 E c U ~ ~ 8 ro "- ~ "- ro "- Eo roO co "- E "- ~ "- a> a> ro a>+-" +-" E -0('1') a5('1') C a5('1') ro ~ .~ 0 ~ ~ 0 ~ C Ii COLD g .5:2 ~ :2 .5:2 ~ e a> > > > ro E .- N ro .- N ro c~ O........-oO........::J --..ES-" $-..2 sc.. ro.. ro.. O=LDC=LDC= oenroLDroroLDroro OUELDroELDroE T""" ::J I T""" 0::::: I T""" 0::::: I LDI-a>T"""o::::::a>T"""o::::::a> "- a> Ol C .u C a> ~ a> .:::t:. ~ C o en -0 "> ro o t a> .0 C e ro ::J o >- o 0:: (.9 E o E U o ro U C ro ro "- "- C ro 2 ~ E a5('1')ro ('I') o ~ E ~ ~ .~ U LD 0 LD ro '> CO C 0:: CO en 0.- N ~ ro N a> <(-C -0 S _~-~.o ro..sc.. LD c= 0= LDrorooenro LDroEouE T""" 0::::: I T""" ::J I T"""o::::::a>LDI-a> C a> <( .0 o en C ro c.. Cf) a> o -0 ro "- en <0 o o N -- '<t -- '<t TOWN OF MARANA BUSINESS ADVISORY COMMITTEE Ms. Dana Villarreal, Vice Chair Alphagraphics 3725 W. Ina Road, #130 Tucson, AZ 85741 Ph. 744-2010; Fax 744-9610 Email: ina.thornydale@alphagraphicscps.com Ms. Dorothy Lorefice The Stockmen's Bank 11853 W. Marana Road Marana, AZ 85653 Ph. 616-0102; Fax 616-0118 Email: drosedoves@aol.com Mr. Russell Dove La Tumbleweed Lounge 13915 N. Sandario Rd. Marana, AZ 85653 Ph. 682-3252; Fax 682-4911 Email: rwd@syninfo.com Ms. Kelle Maslyn Comcast Cable 8251 N. Cortaro Road Tucson, AZ 85743 Ph. 744-5448; Fax 572-0257 Email: kellemaslyn@cable.comcast.com Mr. Michael Osborne G & J Restaurant Corp. 6024 E. Rosewood Street Tucson, AZ 85711 Cellular 977-0454; Fax 514-2688 Email: mickeydlll@cox.net Doron Sears Sears Financial Corporation 3567 E. Sunrise Drive, Suite 119 Tucson, AZ 85718 529-8217; Fax doronsears@comcast.net Ms. Michelle Martin Marana Insurance Agency PO Box 187 Marana, AZ 85653 Ph. 682-3261; Fax 682-3319 Email: michelle@martininsuranceconsultants.com Steve Miklosi Breakers Waterpark 8555 W. Tangerine Road Marana, AZ 85653 Ph. 682-2304; fax 682-2247 Email: smiklosiOO@aol.com Jim Shiner Lazy K Bar Ranch 8401 N. Scenic Drive Tucson, AZ 85743 Ph. 907-6436; Fax 297-9217 Email: ishiner831@aol.com Ms. Marsha Johnson Trico Electric Cooperative 8600 W. Tangerine Road Marana, AZ 85653 Ph: 744-2944; Fax 744-2329 miohnson@trico.org MARANA SENIOR ADVISORY BOARD MAILING LIST Paul & Helen Doty 12832 Sanders Rd. ~arana,~. 85653 850-1990 & 850-1995 Wynema Honea 12540 N. White Ave. ~arana,~. 85653 682-3387 Karl Horvath 12095 W. ~oore Rd. ~arana,~. 85653 682-4263 Alfreda Horner 12245 W. Swanson ~arana,~. 85653 682-3645 Betty Ludwig 13377 N. Sandario Rd. #52 Marana, AZ 85653 682-2336 Gail Cook 12142 N. Blacktail Dr ~arana, ~ 85653 682-5305 HONARY ~E~BER Janie Henley 12321 W. Swanson ~arana, ~ 85653 682-3614 Staff Barbara Nadler ~arilyn Payton MARANA WESTERN HERITAGE COMMITTEE P.O. Box 610 Marana, AZ 85653 Contact Sheet Executive Officers - President Brad DeSpain P.O. Box 475 Marana, AZ 85653 bdespain@marana.com 382-2500 (work #) 429-2806 (cell #) Vice-President Jon Post 13801 W,. Kirby Hughes Rd. Marana, AZ 85653 postfarms@ao1.com 404-2006 (cell #) 616-6046 (fax #) Treasurer Kathy Clark 14901 N. Wentz Rd. Marana, AZ 85653 907-9794 (cell #) Secretary Lea Ann Dorrel P.O. Box 848 Marana, AZ 85653 ldorrel@marana.com 382-1952 (work #) 665-0519 (home #) 979-5961 (cell #) Board Members - Gary Pruitt P.O. Box 1087 Marana, AZ 85653 623-5711 (work #) 631-3770 (cell #) Dan Sample P.O. Box 475 Marana, AZ 85653 382-2000 (work #) 400-9382 (cell #) Clay Parsons 13901 W. Kirby Hughes Rd. Marana, AZ 85653 444-7650 (cell #) Butch Jacobs 4235 N. Sassy Dr. Marana, AZ 85653 682-0463 (home #) 906-2503 (cell #) Don Carpenter P.O. Box 983 Marana, AZ 85653 490-1347 (cell #) Teri Murphy 11020 W. Adonis Rd. Marana, AZ 85653 907-9549 (cell #) Town Liaisons- Tom Ellis, Park Superintendent Parks and Recreation 11555 W. Civic Center Dr. Marana, AZ 85653 tellis@marana.com 382-1950 (work #) 419-2083 (cell #) ~ MARAN! ~/ l" Town of Marana Public Works Arts Project Committee Contact List Durrant Architects, Inc. Attn: Curt Ench 2980 N. Campbell Ave. #130 Tucson, AZ 85719 Business 318-4250 Fax 318-4234 E-Mail cench@durrant.com Light Carver Studio Attn: Brian Jones 12850 W. Wailaki Way Tucson, AZ 85743 Work 616-6477 Home 682-0795 Cellular Phone 405-3173 E-Mail b.l.jones1@maranausd.org Ms. Kathy Price 4979 W. Rosebay Drive Tucson, AZ 85742 Work 682-4314 Home 579-3934 E-Mail maranachamber@comcast.net Rfred4147@aol.com (home) Ms. Sally Jackson 7079 W. Hunnington Drive Tucson, AZ 85743 Business 616-6477 Home 579-7338 E-Mail Sally819@aol.com The Stockmen's Bank Attn: Dorothy Lorefice 11853 W. Marana Road Marana, AZ85653 Business 616-0102 Fax 616-0118 E-Mail drosedoves@aol.com Nancy Lutz 2648 East ih Street Tucson, AZ 85716-4704 Home 327 -2995 Cellular Phone 271-3854 E-Mail lutznancy@yahoo.com Design Collaborations Attn: Margaret Joplin 639-A E. Speedway Tucson, AZ 85705 Work 623-8068 Home 325-2372 Fax 623-8052 Cell 271-6586 E-Mail mjoplin@designcollaborations.com Last updated 7/16//03 MARANA AIRPORT MASTER PLAN & PART 150 NOISE COMPATIBILITY STUDY PLANNING ADVISORY COMMITTEE (PAC) * Name and Title Representing Address Phone/Fax Number Mr. Charles Mangum Marana Regional 11700 W. Avra Valley Ph: 520-682-9565 Airport Director Airport Road #91 Fax: 520-682-5758 Marana,~ 85653 Email: cmangum@marana.com Ms. Barbara Berlin Town of Marana Marana Town Hall Ph: 520-382-2600 Planning Director 11555 W. Civic Center Fax: 520-382-2641 Drive, A3 Email: bberlin@marana.com Marana,~ 85653 Mr. Bob Allen Town of Marana Marana Town Hall Ph: 520-382-1900 Councilmember 11555 W. Civic Center Fax: 520-382-1901 Drive Email: rallen@marana.com Marana, AZ 85653 Mr. Jim Blake Town of Marana Marana Town Hall Ph: 520-382-1900 Councilmember 11555 W. Civic Center Fax: 520-382-1901 Drive Email: jblake@marana.com Marana, AZ 85653 Ms. Carol McGorray Town of Marana Marana Town Hall Ph: 520-382-1900 Councilmember 11555 W. Civic Center Fax: 520-382-1901 Drive Email: cmcgorray@marana.com Marana, AZ 85653 Mr. Ed Stolmaker Marana Chamber of 13881 N. Casa Grande Ph: 520-682-4314 Executive Director Commerce Hwy. Fax: 520-682-2303 Marana, AZ 85653 Email: estolmaker@comcast.net Ms. Margie Drilling Federal Aviation 15000 Aviation Blvd. Ph: 310-725-3628 Airport Planner Administration-A WP- Lawndale, CA 90261 Fax: 310-725-6849 621.3 Email: margie.drilling@faa.gov W estern- Pacific Region Airports Division Ms. Michelle Simmons Federal Aviation 15000 Aviation Blvd. Ph: 310-725-3614 Environmental Administration-A WP- Lawndale, CA 90261 Fax: 310-725-6847 Specialist 611.4 Email: michelle.simmons@faa.gov W estern- Pacific Region Airports Division 4/4/2006 MARANA AIRPORT MASTER PLAN & PART 150 NOISE COMPATIBILITY STUDY PLANNING ADVISORY COMMITTEE (PAC) * Name and Title Renresentine: Address Phone/Fax Number Mr. Barclay Dick ADOT Aeronautics Division P.O. Box 13588 Ph: 602-294-9144 Director - 426M Phoenix, AZ 85002- Fax: 602-294-9141 3588 Email: bdick@azdot.gov Mr. Richard Corbett Pima Association of 177 N Church Ave, Ph: 520-792-1093 Transportation Systems Governments Suite #405 Fax: 520-620-6981 & Intermodal Manager Tucson, AZ 85701 Email: rcorbett@pagnet.org Mr. Bill Gillies Arizona Military Airspace 7224 N. 139th Dr. Ph: 623-856-5855 Chairman Working Group Luke AFB, AZ 85309- Fax: 623-856-7096 1934 Email: William.Gillies@LUKE.AF.MIL Mr. Dan Burkhart National Business 10164 Meadow Glen Ph: 760-749-6303 Regional Aviation Association Way,E. Fax: 760-749-6313 Representative Escondido, CA 92026 Environmental Services Ms. Stacy Howard AOPA 41695 N. Coyote Road Ph: 480-987-9165 Regional Queen Creek, AZ Fax: 480-987-0352 Representative 85242 Email: stacy.howard@aopa.org Mr. James Timm Arizona Pilots Association 220 E. Ellis Drive Ph: 480-839-9187 Executive Director (APA) Tempe, AZ 85282 Email: jtimm@amug.org Mr. Gary Abrams Pima Aviation, Inc. 11700 W. Avra Valley Ph: 520-682-4300 President Road #86 Fax: 520-682-4303 Marana, AZ 85653 Email: gary@abrams.com Stephen D. Phinny Saguaro Ranch P.O. Box 70207 ph: 520-498-2300 Chief Executive Officer Development Corporation Tucson, AZ 85737 Fax: 520-498-2311 Email: stephen@saguaroranch.net * 16 Member Maximum 4/4/2006 Page 1 of 1 Jocelyn Bronson From: Judy Capen Sent: Tuesday, April 04, 20069:14 AM To: Jocelyn Bronson Subject: RE: Public Safety Retirement Board Jocelyn, I did not receive your attachment, but here is the current board. Ed Honea, Chairperson Dan Sample, Member Bill Derfus, Member Tim Escobedo, Member Lisa Jones, Member Judy Capen, Secretary Thanks, Judy From: Jocelyn Bronson Sent: Tuesday, April 04, 2006 09:07 To: Judy Capen Subject: Public Safety Retirement Board Hi, Judy: As you can see from the attachment, my membership list is out of date. Could you provide me with a current one (exclusive of Lisa Jones, who I see will have to be replaced). Thanks. Jocelyn 4/4/2006 o CUItItENT SCHEDULE OF MARANA ADVISOItY BOAItDS. COMMfTTEES AND COMMISSIONS ADVISORY BODY MEETS MONTHLY PLANNING COMMISSION LAST WEDNESDAY AT 6:30 PM, MMC BOARD OF ADJUSTMENT SECOND WEDNESDAY AT 2:00 PM, MMC UTILITY ADVISORY COMMITTEE 2ND TUESDAY AT 5:30 PM, MOC BUSINESS ADVISORY COMMITTEE 2ND TUESDAY AT 5:30 PM, MMC SENIOR ADVISORY BOARD 3RD WEDNESDAY AT 2:00 PM, SENIOR CENTER TEEN ADVISORY COUNCIL 3RD THURSDAY, 5:30 PM, MMC PARKS ADVISORY COMMITTEE UNKNOWN WESTERN HERITAGE COMMITTEE 2ND WEDNESDAY, 7:00 A.M., PARKS & RECREATION BUILDING MEETS AS NEEDED PUBIC WORKS ARTS PROJECT COMMITTEE AIRPORT MASTER PLAN & PART 150 NOISE COMPATIBILITY STUDY PLANNING ADVISORY COMMITTEE PUBLIC SAFETY RETIREMENT BOARD E ESTABLISHING OItDINANCE Will be prepared in accordance with Council's direction. " F , DRAFT . J 1 ;'1 '.- I ORIGINAL BY-LAWS OF TOWN OF MARANA BUSINESS ADVISORY COMMITTEE h POLICY The To~. of Maran a 1IItt- Advisory C<llft was.fonned by adoption of ~,..Sf".,.;by the Marana Town Council on 1$ I.', to join the Town Council, business community and r~~cl~nts of the Town of Marana in considering policy and direction for the f the Town of Marana. II. MEMBERSHIP A. There shall be ... s of the'MtRml"_~..~jillle, selected by the Marana Town Council. B. The members of the ~!~tM....1Ite shall be appointed by the Mayor and Council of the Town of Marana in a manner they deem fit, each to serve a thtee (3) 1'" term. C. The initiall~ (t~)l;;members of the Committee shall be selected by the Town ",',' "'~' '\'.~ Council. After the inItial selection, the members shall be listed alphabetically by last name. The first five members on this list shall serve a one (1) year term and thereafter their position on the Committee shall come open for appointment of that same member or a new member. The second five members on this alphabetical list shall serve a two (2) year term and thereafter their position on ffi the Committee shall come open for appointment of that same member or a new ~member. The final five members on this alphabetical list shall serve a three year term, and thereafter their position on the Committee shall come open for appointment of that same member or a new member. After this procedure for staggering terms is accomplished, each member of the committee shall serve a three (3) year term, causing one-third (113) of the positions on the committee to come up for selection each year. D. In the event that a vacancy occurs because of death, resignation, or otherwise, the vacancy shall be filled by the Mayor and Town Counsel and the replacement shall serve the unexpired term of the member r~laced. ill. OFFICERS A. The Chair, Vi~-C~air and secr~..,:, Vf\V. ,iiH.,.,.!>e selected every year at the regularly scheduled meeting m the month dfi~tI~. by the Comffilttee members present, and will assume office at the next Committee meeting. Manna Buaine.. Advisory CooImiUee Bylaws Page 1 of 6 l);. G OFFICE OF THE TOWN CLERK REQUIREMENT FOR DISCLOSURE RE: BOARDS, COMMISSIONS AND COMMITTEES mplete a disclosure blic where lar day or .ngs form. Under Arizona Open Meeting Law (OML), all statement and file it with the Town Clerk. The disclosur meeting notices will be posted. Also, all public bodi date during the calendar year may post notice by c Public bodies must still post an agenda at least 2 Thank you. Please contact Tim Mattix at (520) 3 H DISCLOSURE STATEMENT STATEMENT OF LOCATIONS WHERE ALL NOTICES OF THE M.F1I'JlNGS OF THE {NAME OF PUBLIC BODY} WILL BE POSTED To: The Marana Town Clerk and Citizens ofthe Town Dated this {} day of NOTICE OF REGULAR MEETINGS OF THE {NAME OF PUBLIC BODY} Pursuant to ARS S 38-431.02(F), notice is hereby given to the members ofttt~. {NAME OF PUBLIC BODY} and to the general public that the {NAME OF PUBLIC BORV} wold regular meetings on the {SPECIFIC DAY OF THE MONTH} of each mo th dllring tear {YEAR}. The meetings will begin at {TIME} and will be held at {E I&OCATION, INCLUDING ADDRESS}. A copy ofthe agenda for the meeting will be available at LOCATION RE THE AGENDA WILL BE AVAILABLE} at least twenty-four ho dvanc~ of the meeting. Dated this {} day of {Month}, {Year}. BY:fAUTOORIZED SIGNATURE} / I J YOU AS A PUBLIC OFFICIAL ,-"~,, ......?:l ,.I';:,a. ....7.... f.-,:. -,,' - . '>'Y_~~$~~~'__~ '~, ,'-~, ""!':i( .,.. "1t"',>:l~~r' Conflict of interests Open Meetin' . '1. Incompatibility of Offices ."".1 Public Records '00 .'<<1 t~ ~ . -ft . .. ~ - - ~',~+...~..~"," ~1'NANCIAL~' DISCLOSURE -.;,,, ; ~, L i m its 0 n E n t e rt a i n men t League of Arizona December2005 ~.~ Cities AND Towns -/ ( J STATE OF ARIZONA OFFICE OF THE ATTORNEY GENERAL ATTORNEY GENERAL OPINION No. 105-004 (ROS-OIO) by TERRY GODDARD ATTORNEY GENERAL Re: Open Meeting Law Requirements and E-mail to and from Members of a Public Body July 25, 2005 To: Donald M. Peters, Esq. Miller, LaSota & Peters 722 East Osborn Road, Suite 100 Phoenix, Arizona 85014 Pursuant to Arizona Revised Statutes ("A.R.S.") SI5-253(B), you submitted for review your opinion to the president of the Washington Elementary School District ("District") Governing Board ("Board") regarding electronic mail ("e-mail") communications to and from members of the Board and Arizona's Open Meeting Law ("OML"). This 'opinion revises your analysis to. set forth some parameters regarding e-mail to and from members of a public body and is intended to provide guidance to public bodies throughout the State that are subject to the OML. See Ariz. Att'y Gen. Gp. 198- 006 at 2,n.2. COUNCIL MEETING NOTICE AND AGENDA Council Chambers 11555 W. Civic Center Drive, Marana, Arizona 85653 Date, at or after Time K Ed Honea, Mayor Herb Kai, Vice Mayor ACTION MAY BE TAKEN BY THE COUNCIL ON ANY ITEM agenda can occur up to 24 hours prior to the meeting. Revised agenda Council Members Bob Allen Jim Blake Patti Comerford Tim Escobedo Carol McGorray to the As a courtesy to others, please turn off or p cell phones. If you are interested in speakin items, you must fill out a spea er to the Town Clerk prior to the conve he Public, Public Hearings, or other agenda outside the Council Chambers) and deliver it All persons attending observe the Council R person interfering with meeting not be a ouncil meetirig~) wh(;::ther speaking to the Councilor not, are expected to as the rule~of politeness, propriety, decorum and good conduct. Any way, or acting rudely or loudly will be removed from the Marana and others attending our meetings, the Council Chambers are ssible. Any person who, by reason of any disability, is in need of of eir disability, such as assistive listening devices, agenda materials printed signer for the hearing impaired, etc., will be accommodated. Such special prior request to the Town Clerk at least 10 working days prior to the Council Copies of the agenda are available the day of the meeting in the lobby outside the Council Chambers or online at www.marana.com. by linking to the Town Clerk page under Minutes and Agendas. For questions about the Council meetings, special services or procedures, please contact the Town Clerk, at 382-1999, Monday through Friday from 8:00 a.m. to 5:00 p.m. Posted no later than December 30, 2005, 7:00 p.rn., at the Marana Municipal Complex, the Marana Operations Center and at www.marana.com under Town Clerk, Minutes and Agendas. COUNCIL MEETING NOTICE AND AGENDA Council Chambers 11555 W. Civic Center Drive, Marana, Arizona 85653 Date, at or after Time REGULAR MEETING A. CALL TO ORDER AND ROLL CALL B. PLEDGE OF ALLEGIANCE AND INVOCATIONIMOMENT Q_~SlLENCE At this time any member of the public is a any issue not already on tonight's agenda. minutes to speak. Any persons wishin speaker card located outside the C Clerk prior to the commenceme Meeting Law, at the conclusi 0 council may respond to crif mad may ask staff to review the future agenda. c. APPROVAL OF AGENDA D. CALL TO THE PUBLIC E. PRESENTATIONS 1. ANNOUNCEM 2. INTRODUCTIONS 3. PR AMA TIONS 4. UPD F. 1\.RY OF CURRENT EVENTS G. PORT: SUMMARY OF CURRENT EVENTS GENERAL ORDER OF BUSINESS H. BOARD/COMMITTEE/COMMISSION ACTION 1. Item 1. 2. Item 2. 3. Approval of minutes from previous meetin2(s). COUNCIL MEETING NOTICE AND AGENDA Council Chambers 11555 W. Civic Center Drive, Marana, Arizona 85653 Date, at or after Time I. ITEMS FOR DISCUSSION/POSSIBLE ACTION J. BOARDS, COMMISSIONS AND COMMITTEES K. FUTURE AGENDA ITEMS L. ADJOURNMENT