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Home My WebLink About11/15/2011 Study Session Agenda Packet r MAR A MARANA TOWN COUNCIL Amended at 3:32 PM on November 8, 2011 - STUDY SESSION NOTICE AND AGENDA 11555 W. Civic Center Drive, Marana, Arizona 85653 Council Chambers, November 15, 2011, at or after 6:00 PM Ed Honea, Mayor Patti Comerford, Vice Mayor David Bowen, Council Member Herb Kai, Council Member Carol McGorray, Council Member Jon Post, Council Member Roxanne Ziegler, Council Member ACTION MAY BE TAKEN BY THE COUNCIL ON ANY ITEM LISTED ON THIS AGENDA. Revisions to the agenda can occur up to 24 hours prior to the meeting. Revised agenda items appear in italics. The Council Chambers are wheelchair and handicapped accessible. Any person who, by reason of any disability, is in need of special services as a result of their disability, such as assistive listening devices, agenda materials printed in Braille or large print, a signer for the hearing impaired, etc., will be accommodated. Such special services are available upon prior request to the Town Clerk at least 10 working days prior to the Council meeting. CALL TO ORDER AND ROLL CALL PLEDGE OF ALLEGIANCEANVOCATION/MOMENT OF SILENCE APPROVAL OF AGENDA DISCUSSION/DIRECTION/POSSIBLE ACTION - D 1: Presentation: Relating to Boards, Commissions and Committees; discussion and direction regarding the creation of the Marana Citizens' Forum (Gilbert Davidson) D 2: Presentation: Relating to Community and Employee Education and Development; presentation relating to the Community Connections and Employee Connections programs (Gilbert Davidson) D 3: Removed Executive Session pursuant to A.R.S. §38- 431.03 (A)(3), Council may ask for discussion or consultation for legal advice with the Town Attorney concerning any matter listed on this agenda. ADJOURNMENT Study Session - November 15, 2011 - Page 1 of 5 11555 W. CIVIC CENTER DRIVE, MARANA, ARIZONA 85653 Council Chambers, November 15, 2011, 6:00:00 PM To: Mayor and Council Item D 1 From: Gilbert Davidson , Town Manager Strategic Plan Focus Area: Community Building Strategic Plan Focus Area - Additional Information: Increasing community involvement is an action strategy established under the Community Building focus area of the Town's Strategic Plan. Subject: Presentation: Relating to Boards, Commissions and Committees; discussion and direction regarding the creation of the Marana Citizens' Forum Discussion: On September 13, 2011, staff presented the concept of a new citizen engagement model entitled Marana Citizens' Forum to Council. The program is one of many to be established under the "Out & About in Marana" program being discussed tonight. Loosely based on a traditional Town Hall structure where citizens come together to discuss community issues, the Marana Citizens' Forum is an outlet for broad, multidisciplinary topics to be discussed and for members to create feasible action plans submitted as recommendations to Council. The general format will consist of three phases over a 12 -week period where Forum members meet each other, determine the issues to be discussed, request data from Town staff, and have a civil discourse relating to the issues. The Forum would have no less than 15 members and no more than 40 members at any given time, with the optimal number being in the 25 -35 member range. The members will hold two- year appointments, and appointments will come from individual Council members, department heads, select regional partners of the Town, and, if needed, a general at -large application process. The current CAC commissioners will be invited to participate as members of the first Forum. Staff held a meeting with the current CAC members on August 24, 2011, to gain input and insight on the proposed new model. These comments have been incorporated into staff s recommendations. After the September 13 Council meeting, a pilot study of the program model was tested with staff on September 22 to determine if it was a feasible method for discussing community issues. During the September 13 presentation, Council raised the point that a strong facilitator and scribe would be critical to the success of this program, and the results of the pilot study, which were Study Session - November 15, 2011 - Page 2 of 5 positive, bore that out. It is anticipated that a trained, outside facilitator and scribe will be used for the public deliberation phase of the Forum process. Tonight's presentation will be a more detailed concept and model of the Marana Citizens' Forum. If Council desires to move forward with the creation of the Forum, approval of the Marana Citizens' Forum is included on the agenda for the regular meeting later this evening. Financial Impact: Budget capacity exists for the implementation of this program. ATTACHMENTS: Name: Description: Type: No Attachments Available Staff Recommendation: Staff recommends Council approval of the creation of the Marana Citizens' Forum. Suggested Motion: No action is to be taken on this presentation. The creation of the Marana Citizens' Forum is on the regular meeting agenda for approval later this evening. Study Session - November 15, 2011 - Page 3 of 5 r � 11555 W. CIVIC CENTER DRIVE, MARANA, ARIZONA 85653 Council Chambers, November 15, 2011, 6:00:00 PM To: Mayor and Council Item D 2 From: Gilbert Davidson , Town Manager Strategic Plan Focus Area: Community Building, Progress and Innovation Strategic Plan Focus Area - Additional Information: The Strategic Plan focus areas of Community Building and Progress and Innovation will be enhanced by the redevelopment of two programs for citizens and employees - Community Connections and Employee Connections. Subject: Presentation: Relating to Community and Employee Education and Development; presentation relating to the Community Connections and Employee Connections programs Discussion: Citizen and employee engagement within the Marana community is essential to the operation of open and accessible local government. Three of the five goals within the town's Strategic Plan speak directly to creating a sense of community where citizens and employees are motivated to be involved and feel connected to the past, present and future. In 2003, the Town Clerk's started the Citizen Resource and Education Workshop (CREW) as a community outreach program to help citizens and business owners learn about their local government and to provide a resource for potential volunteers. From 2003 to 2009, CREW served over 100 participants, bringing town leaders and staff in direct contact with the community. In 2007, Marana 101 was initiated through the Town Manager's office to give employees a similar exposure to Marana and the organization's operations. Marana 101 became the employee orientation program which was eventually administered through the Human Resources department. The change in the global and local economy in 2008 caused staff and financial resources to be reduced, and both of these programs were temporarily suspended. Staff believes that although tough economic times are still ahead of us, it is essential to prepare for and to meet those challenges with a revitalized effort toward civic and employee engagement. Under the umbrella name of "Out & About in Marana," several citizen and employee programs Study Session - November 15, 2011 - Page 4 of 5 will be established to meet the initiatives of the town's Strategic Plan. Staff will be making a presentation tonight to acquaint Council with Marana Connections and Employee Connections - all programs under "Out & About in Marana." Financial Impact:- Operational expenses have been budgeted for these programs. ATTACHMENTS: Name: Description: Type: No Attachments Available Staff Recommendation: Presentation only. Suggested Motion: Presentation only. Study Session - November 15, 2011 - Page 5 of 5