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HomeMy WebLinkAbout04/25/2006 Blue Sheet Procedures for Establishment of Citizen Advisory Committees TOWN COUNCIL MEETING INFORMATION TOWN OF MARANA MEETING DATE: April 25, 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, staffwas 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 staffwill 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. Staffwill 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 of these 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. A TT ACHMENTS Draft Citizen Advisory Commission Handbook, (A) Advertisement, (B) Volunteer with an Advi- sory Commission (promotion/web site information), (G) Requirement for Disclosure, (H) Dis- closure Statement, and (I) Notice of Regular Meeting statement. Previously distributed and not included with this packet are the following: (C) Citizen Advisory Commission Application; (D) Current membership lists and schedule of meetings for the following: Planning Commission, Board of Adjustment, Marana 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 Re- tirement Board, Teen Advisory Council, Parks Committee and Western Heritage Committee; (E) establishing ordinance, (F) draft by-laws, and (1) Open Meeting Law information. RECOMMENDATION Council direction to staff to proceed with the preparation of final advisory body documents. SUGGESTED MOTION None required. {00001219.DOC /} -2- A GUIDE TO CITIZEN ADVISORY COMMISSIONS r::-i-. ;;;= MARANA ~/i, TOWN OF MARANA UCommitted to the future... .Inspired by the past" Prepared by the Office of the Town Clerk April 2006 THE CITIZEN ADVISORY COMMISSION HANDBOOK 2006 Citizen Advisory Commissions of the 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, ATTENDANCE ' RESIGNATION LETTERS PROPER PROCEDURES MEETING FACILITIES PUBLIC ACCESSIBILITY ANI,) AC SPECIAL NEEDS SUMMARY OF THE ARI POSSIBLE CONFLICT POSTING OF MEE CREATING THE A INFORMATION R REQUESTS F CITIZEN~ AN ITEMS N . USE F T C UC J\. MI HAND NEW TOPICS NOT ON THE AGENDA INFORMATION NON-ACTION ITEMS MAKING A MOTION AND VOTING ACTION ITEMS MAKING NO RECOMMENDATION ON AN ITEM RECOMMENDATION LETTERS TYPES OF CAC MEETINGS REGULAR, SPECIAL AND CANCELED MEETINGS THE MEDIA AND MEETING PROMOTION MEDIA <DDATION OF 9 9 9 10 OPE~ EETING LAW FOR CAC MEMBERS AND AGENDAS 10 11 12 12 12 15 ON THE AGENDA , DEPARTMENTS, APPLICANTS, E AGENCIES .RIATE FOR CAC AGENDAS ERHEAD MEETING . 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 1 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 EXCE THE ARIZONA LEAGUE OF CITIES AND TO SAMPLE TOWN COUNCIL MEETING AGEND K THE CITIZEN ADVISORY COMMISSIONS HANDBOOK 2006 2 TOWN OF MARANAMISSIORSTATEMENT Our purpose is to provide our citizens with high-quality and valua services that will enhance and benefit their lives. We will strhte~o .M,'.;~A being responsive and responsible in working with public a>" ivate . ties. Our goal is to ensure that Marana remains a safe, sta a active community. sition 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 \ Ja ager *~ Manager orney lerk ing Director , hief 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 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 Mara uture. PURPOSE OF THE CAC Citizen Advisory Commissions were solely created to provide inviting community forum for the public to hear about a ive number of local and town-wide topics. Town officials, st staff continually use CAC meetings as an opportu 0 pr information or updates. The Town Council appo' zen who have a heartfelt interest in their commu stent and ents on a r non-Town e public with sit on the CACs RESPONSIBILITY OF THE CAC range of topics, which may affect and gathered public commen , an a Town Council. The CACs i t is a vql Council and other decis' ter f e CAC has reviewed a topic ecommendation may be relayed to e component of information the d discussions relayed by the CAC are key ive process, CACs do not make or set policies, , .. re not in a position to interpret the zoning ordinance, :real community plan. s provide recommendations on a variety of topics. They are athering input, making recommendations based on that and relaying it to the appropriate Council. Some of the advisory bodies receive a description of their duties from the Town Code, Land Development Code, or specific ordinances, and some are empowered by a Council directive or resolution. A Council liaison is assigned to most boards, committees, and commissions to facilitate communications between the advisory body and the Council as a whole. In addition, a staff member is usually assigned to provide administrative 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 CA · Qualifications for Membership: Members shall be residents within, owners of real property within t managers operating a busine · Terms of Office: Members serve · Removal from office: At any time, membe Council · Duties of the CACs m. relate claries or property ess owners or shall be governed by gulations and procedures specifically approved by the 'unci!. In the absence of procedures to the contrar , Rules of Order shall govern the rds - CAC minutes and agendas are kept at the Town Clerk's office ompensation - 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 staff liaison, your meetings will be inviting and successful. The followin' ist of monthly duties: · Identify timely items requiring CAC action. · Each month, review and decide which items need to be on th · The Chair is responsible for deciding whether or not the needs to discuss. If the Chair is unsure, the staff lia' can · After a meeting, assist the secre, CAC secretary · Coordinate and approve the final format of th can mail it out no later than one week prior · Arrange for another CAC member to cM attend. · The Chair signs all CAC ap roved the Chair, any other CAC ber may ;,}k · On the first CAC age t';'include "Selection of the Chairman", The chairmanship shoul ' a ongst the CAC members to give others an opportunity to shar ibilities. raftin any recommendation letters. endation "letters". In the absence of secretary should coordinate mutually convenient business and agenda creation, Some work effectively e use e-mail or faxes, and some arrange to meet e son. IUTIES OF THE SECRETARY 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 CAC members. iling list a cancellation · Bring CAC materi used CAC mat . · If unable to at liaison as · Send copies of the agenda to everyone who is on the CAC ma · Post the CAC agenda in designated public places as so agenda is finalized (note the 24-hour posting requirement). · Maintain the CAC mailing list. · Make additional copies of the agendas and at CAC meetings. · Canceled meetings - send everyone,~m the notice and post the notice in the us,e{r'~ublic p · Within a week after a meeting, tr,nd mail CAC correspondence as directed by the CAC Chair. retarie ' OT responsible for drafting or creating recommendation e · Maintain records of approved minutes and correspondence. ember name-cards, maps, and other regularly eeting. ting or complete routine CAC tasks, contact the staff 'ble. c etains the official CAC minutes. Refer all public requests for ved minutes or CAC correspondence to the Board office. · Send', ces for service after each meeting to the Board office and arrange to ~l;~, " ,W obtain o'ffrce supplies, as needed. RESPONSIBILITIES OF THE STAFF LWSON 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 c::ouncil, 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 hand and e term nd can be TERM LIMITS CAC members do not have term limits. CAC members se e can remain as a member as long as he/she is re-appointe expires. CAC members serve at the pleasure of the n C removed from office by a majority vote of the Bq ny APPLICATIONS, VACANCIES, APPO APPOINTMENTS, ATTENDANCE APPLICATIONS Any member of the community wh o"works in Marana and who wishes to serve on a Municipal Ad\!:' i ry Cou Jf~ust fill out an application and submit it to the Town CI ' 'ce.. pplications of persons not appointed to the CAC are kept on fU pplications of persons appointed to sit on a CAC are kept until er a member. some instances there may be a vacancy. The Town 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: e 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 on file are considered by the Town Council 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 the Staff liaison by the Town Clerk to review with the Council. The"" ;'iff choose to re-appoint the incumbent member or appoint a new Ol)ci1,"if is re-appointed, the re-appointment is placed on an upcomin . cil ag 'a for approval under consent items. Should the Council choose' tint a new member, steps 2 - 6 under vacancies would occur. ATrENDANCE Unless otherwise specified in the CAC By-laws a. an appointed member of any board, commi prior excuse from three or more consecuti than one-half the meetings in anyone calen considered to have resigned advisory body, if SlOn is absent without eetings or from more such member will be RESIGNATION LETrERS If a CAC member chooses of resignation needs to Center Drive, Mara i n hi I er position on the CAC, a written letter own Clerk's office at 11555 W. Civic 3. ords (including minutes) of Town pen for public review unless state law or Town resolution he meeting and any votes of the record for a specified and pur se.Rarely will a board, committee or commission be involved r l11at may be considered for a closed session. 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 ~oards, committees, and commissions are required to conduct public busine jii"'an accessible and barrier-free environment. Individuals with special n e encouraged to communicate their needs to the Town in advanc '~tany t' g so that proper accommodations can be made, if any are requi he individual to participate in the meeting. eting without Chairperson shall iness for which the n be made to satisfy the In the event an individual with a special disabilit advance notice of the need to provide an acco make every effort to postpone and reschedule individual is attending the meeting until ar need(s) of the person. SUMMARY OF THE ARIZON subcommittees and advisory committees, shall ltten minutes or a recording of all their meetings, ons. For meetings other than executive sessions, such hall include, but not be limited to: ime and place of the meeting embers of the public body recorded as either present or absent. eneral description of the matters considered. 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.Section 38-431.01 Meet', A. All meetings of any pub desiring shall be permi proceedings. AllIe meeting. B. All public b dies provide for tlte including ecu minutes or 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 i>l.e attorney general to a person elected or appointed to a public body 0 the day that person takes office. G. A public body may make an open call to the public durin subject to reasonable time, place and manner restrictions, to all address the public body on any issue within the jurisdicti th At the conclusion of an open call to the public, individual body may respond to criticism made by those wh ad body, may ask staff to review a matter or may a future agenda. However, members of the p legal action on matters raised during an q are properly noticed for discussion and lega H. A member of a public body shal"bt know! direct any staff member to communicate in violation of this a' le,~;' POSSIBLE CONFLICT 0, OR CAC MEMBERS Occasionally, a CAC m before the CAe. CA community and the touch on issue ef <'e a conflict of interest regarding an item s r ften active in many areas of their ,be instances where their professional activities , 'he CAC member should mention the conflict when the ~genda, and remove him or herself from any CAC vote endation on the item. That allows the CAC to remain as ible 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. CREATING THE AGENDA A bulletin board on the southern exterior wall of the Marana Mun' is used for this purpose. Notices may also be posted on the off There are many ways to create an agenda. Ultimately, the items are placed on the agenda however; input fro ers When drafting the CAC agenda, the Council' r 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 c 'stent tote a timely and productive meeting. The CAC agenda must , e~?gh i ormation about each agenda item so a member of the public - wit ' ~ver have attended a CAC meeting before - will have a good id of what ,i15e discussed and what action the CAC is being requested t The Arizona Open item not listed on th w r quires that the CAC not take action on any " an information item. " e 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 CAe 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' ce members who've come to the meeting to hear that particula~l;j, . The Chair should ask the audience if there is anyone who has ~n to hear the item you have chosen to delete from your agenda; etary get their name and address and send them an agenda w t item is back on. rpattending the mg summary approved minutes are ic at 11555 W. Civic Center onson@marana.com . 7. Approval of Minutes CAC members should review the draft mi meeting. The CAC secretary is responsibr minutes. These minutes are not verb available upon request at the Tow < erk's Drive, Marana, Arizona 85653 or by e 8. Public Comment Section The Open Meeting Law req isiection on the agenda. The CAC may listen, however; no ac 'on can /i1 on items brought up during the Public Comment s' f the I nda. This is a time for the public to discuss any ite A/the agenda. The Staff liaison assigned to your CAC ca y m ber of the public with issues not listed on the agenda. 9. Public As the C pu na elf genda items .. to receive input from and provide information to the ~,opriate that the public have the first opportunity to speak presented to the CAC, BEFORE CAC members provide e;vs. This helps assure a CACs objectivity in considering a project - e . and perceived - so CAC members can consider public comment . e 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. 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 (i.e.: 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 the community. Action items listed on the agenda must have iled project description: name of the project, its physieallocati2, a . f description of the project, the name of the project applic tft;'and tHme . of the presenter. Additionally, it should be noted wha he C is being requested to take. For example: "The CAC a m recommendation on the location and size of project a recommendation on the design, lighting a igna 12. Sub-Committee Reports (optional) Some CACs have found it useful to es subcommittees on areas of local interest. Examples m~ fie, transportation, public safety, parks & recreation, ed d schools, land use, and fire protection. Such subcommitt)~,usuall a CAC member as chair and may add other members o' , uni who wish to participate. The committee chair usually pro ' 'ef report at each meeting. e tail h ad hoc subcommittees/task force to ~'al interest, such as the possible formation triet r construction of a local facility like a park or st one CAC member must sit on the t er members of the community who may wish to mittees also provide regular reports to the CAe. . oc subcommittees can meet as needed. So as not to violate ing Law requirements, the number of CAC members on he subcommittee must not reach a quorum. 91'" fi'nity Reports (optional) ~, can 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 Town staff may request tim Applicants, citizens, an encouraged to do so necessity, appropri 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 Disabilities Act (ADA) requirements be placed on noti materials. The following paragraph MUST appear on ev The Town of Marana is committed to ensuring tha so disabilities are provided the resources to participate meetings. If you require disability-related . 'cati accommodations, including auxiliary aid Town Clerk's office. Examples of CAC agendas can be found at REQUESTS FROM TOWN D AND OUTSIDE AGENCIES e to discuss a variety of items. may request time as well. You are c check with the Staff liaison to determine the d timeline of the items placed on the agenda. 'TE FOR CAC AGENDAS Id not be discussed or placed on the CACs agenda for aign related information deral or state legislation . uperior 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 i productive dialog is imperative. . Is there a We suggest the following guidelines be followed: 1. The Chair calls the meeting to order. 2. Welcome and introduction of CAC membe quorum? ATTENDANCE' DETERMINATION If a CAC is unable to reach Chair may decide either t to discuss any schedul.. event would not be regular minutes. Ins records, sendi c not form a quor informal ring t tak In order to conduct business, the board, co 'tt e commission must have a quorum. A quorum is a simple maj~ (half embers plus one). The Chairperson is considered a mem '. e dete 'nation of a quorum. , {gular or special meeting, the CAC eeting OR to hold an informal gathering and committee reports. In either case, the a C meeting and the secretary would not take retary should take informal notes for the CAC Town Clerk's office, indicating that the CAC did an either chose to adjourn or to continue with an iscuss items of community interest. Of course, the CAC . n at this gathering. U e specified in the CAC By-laws adopted by the advisory body, if an app int member of any board, committee or commission is absent without prior ex se 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 mem s 6. The vote taken by a board, committee or commission on a call vote is taken, the ayes and nays shall be attributed to 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 th Minutes are usually approved by the board meeting. HANDLING NEW TOPICS NO Sometimes new topics are raised at rjeeting, which aren't on the agenda. The Arizona Open Meeting w requat the CAC have an item listed on its agenda before it can take ion 0 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,' eta the CAC will consider it. If the new topic has enough public inter n, the CAC chair may add it to the agenda for the next meet" If especially timely, the CAC may decide to schedule a spec to consider the item and make a recommendation. INFO T es the presenter to speak first; asks the public for any comments; the members for any comments; the Chairman closes public comme t d brings it back to the CAC for any ending remarks, suggestions or commen s. Information items require that NO FORMAL ACTION be taken. Under Information items the CAC can request the following: · That the presenter return 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 comBI~te information on any project before them. The CAC needs to know th /' ... s of a project in the Town's planning process so recommendations aren' a too early or too late in the process. Projects often change and the C oul e its recommendation when the project is about to go before a decisJon- making body. The Chair invites the pre comments; asks the C comments and brin f questions or comme CAC member minute and wri written cl . you i tend no nde a Before making its recommendation, the CAC shoul project documents, town staff recommendations the project applicants. Equally important, the cA public discussion and avoid stating conclu . discussion is complete. CAC members ar The CAC must hear sufficient public omme public's thoughts on the topic. w final resentations by ust encourage full oject before public bjective and unbiased. discussion to determine the ACTION ITEMS spec}i< irst; asks the public for any questions or ~.. any questions or comments; closes public cussi back to the CAC for any further discussion, ir indicates he/ she will entertain a motion. Any ion. It is highly recommended that you take a 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 the motion dies. The Chair can repeat the process of obtaining e AC can make a motion: 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 m ke a recommendation, however, they may comment that specific element he project should be considered, such as traffic or impacts on local ~~ lity. "ill The CAC would write a letter to the decision-making body wit P1fs~ co also indicating it has no recommendation on the entire projec ... or an issue, te decision- ding the motion. " the Town Council, so uncil may take action. RECOMMENDATION LETTERS 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 reco It's important that the CAC communicate their recommendations can be considered a ' Because the CAC exists to advise n Cou cil, the CAC should work to accomplish community requests. Fo Ije, if the community would like Engineering Department to' tall a sieor stoplight at an intersection on a state highway, the CAC ite t5? e Town Council with the request. They may send copies of th 0 ~~own departments (i.e: Public Works,) or non-Town agencies County Water Resources). The CAC should always copy the To ffice on all correspondence, regardless of the letter's addres T ry would transcribe the letter on CAC letterhead and send it. e guideline/ meeting announcement is located as an e nd of the handbook. · R GULAR 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 l@i~.rizona Open Meeting Law deadlines. · CANCELED MEETINGS Occasionally, the CAC Chair may decide to cancel a regularl meeting. The chair usually does this after talking with the liai and determining the CAC has no timely matters to consider. A embers are all volunteers, an occasional break is reasonable, esp du t e winter holiday months. There may be rare occasions w air learns there will not be a quorum of CAC members avai ~ ming meeting. That is also a good reason to cancel a meeting a meeting, if there are pressing matters the CAC should discuss. w THE MEDIA AND MEETING, MEDIA Media promotion and cove:!,: newspapers include CA others don't. Some CA columns on import its activities. e of CA etings varies widely. Some .,.~eir community calendar listings and '~e written letters to the editor or guest nity issues to raise local awareness of the CAC and 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: If you are interested in participating in local government and wo your time and expertise to discuss issues and make recommend Council, please visit the official website for the Town at . mar 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 Civ' 382-1962 to have an application mailed to you. Arts Commission (2) Affordable Housing Commission (1) Airport Commission (1) Water and Utility Advisory Commission (3) The advertisement will remain active for 10, publication. B VOLUNTEER.ING WITH AN ADVISOR.Y 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 I disabilities are encouraged to apply in order to appoint advisory bod' representation of the broader community and to address the issue communities. ORIENTATION SESSIONS The following orientation sessions have been schedu · Monday, April 20, 2006, 5:30 p.m., Mu center · Thursday, April 23, 2006, 7:00 p.m., center Complex, 2nd floor conference Orientation sessions will last approxl served. o. e hour. Light refreshments will be It is recommended that body attend a meetin agencies are open to public. Ii 4bts who wish to.volunteer for an advisory 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, · 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. NOMINATIONS 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. demands are 'plates to ensure REAPPOINTMENTS Individuals who are presently members of an advisory body whose expire are eligible to reapply. TIME COMMITMENT Time requirements vary among the advisory bodies. included in the description of each body. Please re that you have sufficient time to devote to the To REMUNERATION Successful candidates will serve without remu NOTE Copies of all applications will be ma e to the Marana Town Council, staff and the applicable advisory co . mission 'e sole purpose of making appointments to advisory bodies . Your in tion i c ected under the authority of the Freedom of Information 0 fPrivacy Act and any applicable bylaws. ntact: "Clerk, (520) 382-1999 or e-mail honal contacts at the same number are Tim Mattix Crystal Wheeler cwheeler@marana.com. . S ARE MADE e made by the Town Council. Appointments are for" years icated. Copies o~ 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.) to the above address or faxed to (520) 382-1998, attention APPLICA nON 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 I you are unable to use the online form for Paper applications shoul Jocelyn Bronson. G OFFICE OF THE TOWN CLERK REQUIREMENT FOR DISCLOSURE RE: BOARDS, COMMISSIONS AND COMMITTEES mplete a disclosure blic where lar day or . gs form. Under Arizona Open Meeting Law (OML), all public statement and file it with the Town Clerk. The disclos 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 H DISCLOSURE STATEMENT STATEMENT OF LOCATIONS WHERE ALL NOTICES OF THE M OF PUBLIC BODY} WILL BE POSTE To: The Marana Town Clerk and Citizens of the Town Pursuant to ARS ~ 38-431.02 the {NAME OF P ofthe meetings of the {NAME OF PUBLIC Bo subcommittees will be posted at {IDENTIFY THE POSTED AND INCLUDE THE HOURS DURING WHICH S PUBLIC}. Such notices will indicate ate, time, and include an agenda or information conc e manner i an agenda for the meeting. NOTICE OF REGULAR MEETINGS OF THE {NAME OF PUBLIC BODY} Pursuant to ARS ~ 38-431.02(F), notice is hereby given to the members of PUBLIC BODY} and to the general public that the {NAME OF PUBLIC Bo l(} old regular meetings on the {SPECIFIC DAY OF THE MONTH} of each mot uring t {YEAR}. The meetings will begin at {TIME} and will be held at {E CATI INCLUDING ADDRESS}. " (>RIZED SIGNATURE A copy of the agenda for the meeting will be available at AGENDA WILL BE AVAILABLE} at least twenty-four ho Dated this {} day of {Month}, {Year}.