HomeMy WebLinkAboutResolution 2011-100 creation of the marana citizen's forum MARANA RESOLUTION NO. 2011-100
RELATING TO BOARDS, COMMISSIONS AND COMMITTEES; APPROVING AND
AUTHORIZING THE CREATION OF THE MARANA CITIZENS' FORUM AS A SPECIAL
COMMITTEE OF THE TOWN OF MARANA; AND SUSPENDING THE OPERATION OF
THE AFFORDABLE HOUSING, BUSINESS AND ECONOMIC DEVELOPMENT, PARKS
AND RECREATION, POLICE AND UTILITIES CITIZEN ADVISORY COMMISSIONS
WHEREAS Section 2- 6 -1(A) of the Marana Town Code authorizes the Town Council to
create and dissolve those special and standing boards, commissions and committees as the
Council deems necessary; and
WHEREAS Section 2- 6 -1(B) of the Marana Town Code provides that the resolution
creating a board, commission or committee shall describe the powers and purpose of the board,
commission or committee and shall establish the number and qualifications of its membership;
and
WHEREAS Section 2 -6 -2 of the Marana Town Code sets forth procedures for the
application, recommendation, appointment and removal of board, commission or committee
members; and
WHEREAS Section 2 -6 -3 of the Marana Town Code, as amended by Ordinance No.
2011.28, provides that the resolution creating a special board, commission or committee shall
establish the terms of office for its members; and
WHEREAS Section 2 -6 -4 of the Marana Town Code provides that the Council may by
resolution modify any of the procedures set forth in Section 2 -6 -2 related to the application,
recommendation, appointment and removal of board, commission or committee members for a
particular board, commission or committee; and
WHEREAS pursuant to Section 2 -6 -1 of the Marana Town Code, the Council has created
the Affordable Housing, Business and Economic Development, Parks and Recreation, Police,
and Utilities Citizen Advisory Commissions; and
WHEREAS the Council desires to create the Marana Citizens' Forum as a special
committee of the Town of Marana to increase citizen engagement, assist Council by developing
and recommending action plans on issues of importance, tie ideas and action plans to the
Strategic Plan and establish a positive feedback loop between the Forum members and the
Council; and
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WHEREAS the Town Council finds that creation of the Marana Citizens' Forum and
suspension of the operation of the Affordable Housing, Business and Economic Development,
Parks and Recreation, Police, and Utilities Citizen Advisory Commissions is in the best interest
of the town.
NOW, THEREFORE, BE IT RESOLVED BY THE MAYOR AND COUNCIL OF THE
TOWN OF MARANA, ARIZONA, as follows:
SECTION 1. The Marana Citizens' Forum, as described in Exhibit A, attached to and
incorporated by this reference in this resolution, is hereby created as a special committee of the
Town of Marana, and its powers, purpose, number of members, qualifications of members and
member terms of office shall be as set forth in Exhibit A.
SECTION 2. Pursuant to Section 2 -6 -4 of the Marana Town Code, the procedures set
forth in Section 2 -6 -3 regarding application, recommendation, appointment and removal of
board, commission and committee members are hereby modified for the Marana Citizens' Forum
and the application, recommendation, appointment and removal of the members of the Marana
Citizens' Forum shall be as set forth in Exhibit A.
SECTION 3. The operation of the Affordable Housing, Business and Economic
Development, Parks and Recreation, Police, and Utilities Citizen Advisory Commissions is
hereby suspended until further Council action.
PASSED AND ADOPTED BY THE MAYOR AND COUNCIL OF THE TOWN OF
MARANA, ARIZONA, this 15 day of November, 2011.
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EXHIBIT A TO MARANA RESOL UTION NO. 2011 -100
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Marana Citizens' Forum
Introduction
The Marana Citizens' Forum is created as a special committee of the Town of
Marana. The Forum is a new and innovative method for increasing citizen
engagement and fostering community participation in Town functions and
activities in an effective and sustainable manner.
Powers
The Marana Citizens' Forum is vested with the power to discuss, develop and
recommend to the Town Council feasible action plans and solutions that are
aligned with the Town's Strategic Plan regarding Town -wide, multi- disciplinary
issues.
Purpose
The purpose of the Marana Citizens' Forum is as follows:
• Increase citizen engagement
• Assist the Council by developing and recommending action plans on
issues of importance
• Tie ideas and action plans to the Strategic Plan
• Establish a positive feedback loop between the Forum members and the
Council
Number and Qualifications of Members
The Marana Citizens' Forum will have no less than 15 and no more than 40
members at any one time, with the optimal number being 25 to 35 members.
These members will come from various backgrounds and experiences and may
be:
• Marana residents or business owners; or
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EXHIBIT A TO MARANA RESOL UTION NO. 2011 -100
• Appointees of the Town's regional partners: the Marana Unified School
District (MUSD), the Northwest Fire District (NWFD), the Marana Health
Center (MHC), the Cortaro - Marana Irrigation District (CMID) and the
Marana Chamber of Commerce (these appointees may be Marana
residents or business owners, but are not required to be); or
• Other experts from the greater Marana area
At least 51 % of the membership of the Forum at any one time must be made up
of Marana residents and business owners.
Member Terms of Office
Each Marana Citizens' Forum member shall serve for a two -year term.
Appointment, Reappointment and Removal of Members
Marana Citizens' Forum members will be appointed by various entities. At -large
applications from the general public may also be accepted in order to reach the
desired number of Forum members.
For the initial creation of the Forum, the current members of the Affordable
Housing, Business and Economic Development, Parks and Recreation, Police and
Utilities Citizen Advisory Commissions (CAC) will be invited to participate and
those CAC members who accept the invitation will be appointed to the Forum.
Following the appointment of any CAC members who wish to be members of
the Forum, MUSD, NWFD, MHC, CMID and the Marana Chamber of Commerce
will each be asked to appoint one member to the Forum. Town of Marana
Department Heads will then appoint six members to the Forum, unless the
maximum of 40 members has already been reached with the appointment of
CAC members and the appointments from the Town's regional partners.
If additional members are needed to reach the optimal goal of 25 to 35 members,
a general application process will be open to the public and the procedures
provided in Section 2 -6 -2 of the Marana Town Code will be followed.
When a Forum member's term of office expires, the member will either be
reappointed or the Town will seek a new appointment from the entity that
appointed the member whose term is expiring. When the terms of the CAC
members appointed to the initial Marana Citizens' Forum expire, they will be
replaced by appointments from Marana Town Councilmembers, with each
Councilmember appointing two members to the Forum. In determining whether
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EXHIBIT A TO MARANA RESOL UTION NO. 2011 -100
a member will be reappointed or a new appointment will be sought, the Town
will consider the dual goals of maintaining consistency and institutional
knowledge, while also gaining new insights and ideas on the issues of
importance to the Town of Marana.
If a Forum member resigns, the Town will seek a new appointment from the
entity that appointed the resigning member. If CAC members appointed to the
initial Marana Citizens' Forum resign, they will be replaced by appointments
from Marana Town Councilmembers. The Mayor will appoint the first
replacement, the Vice Mayor will appoint the next replacement, if any, and any
other necessary replacements will be appointed by the remaining
Councilmembers, with the order of appointment based on Councilmember
tenure, from most to least.
If necessary, a general application process in accordance with Section 2 -6 -2 of the
Marana Town Code may be conducted in order to fill any vacancy.
Removal of Marana Citizens' Forum members shall be in accordance with
Section 2- 6 -2(G) of the Marana Town Code.
Marana Citizens' Forum Process
Phase 1- Naming the Issues
This phase of the process will take place in several sessions. The first session will
be an opportunity for the newly appointed Forum members to meet each other
and receive a brief training on the Forum process. This training will include an
overview of the Town's Strategic Plan.
The second session will be similar to the Call to the Public portion of a Town
Council meeting. It will be a public meeting, advertised locally, where Marana.
citizens can come and make suggestions as to what issues the Forum should
discuss. The Town will also have an online survey hosted on the Town's
website, where participants may submit ideas prior to the meeting. At the end of
the meeting, the Forum members will select a Steering Committee from among
their membership.
The Steering Committee will meet to compile the issue suggestions from the
meeting and the online survey. From this compilation, the Committee will
present a list of suggested topics for Forum consideration to the Marana Town
Council. The Town Council will select the topic or topics for discussion and the
Steering Committee will then develop the Forum agenda and distribute it to the
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EXHIBITA TO MARANA RESOLUTIONNO. 2011 -100
full Forum membership. The established agenda will guide the discussion for
the remainder of the Forum process.
The Forum may request quantitative data regarding the agenda issues from
Town of Marana staff. This data is meant to provide background and support for
the member's decision - making and should be data that is readily accessible.
Phase 2 - Framing the Issues
In this phase, the full Forum will meet and Town staff will present the previously
requested data. Staff will be available to answer questions from Forum members.
If the Forum members choose to do so, they may form subgroups to focus on a
specific portion of the topics under discussion. These meetings would be
independent from the Forum process meetings.
Once the data is presented, the Forum members shall finalize the issues for
discussion and deliberation in Phase 3, based on the direction previously
provided by the Town Council. Town staff and the facilitator chosen for the
public deliberation phase of the Forum process will develop strong guiding
questions to lead the Forum members though the Phase 3 discussion.
Phase 3 - Public Deliberation
The Phase 3 Public Deliberation meeting will be facilitated by a trained facilitator
and will be recorded by a trained scribe. The facilitator is vital to this process by
keeping the Forum discussion on topic and encouraging participation and
commitment in suggested projects. The scribe will summarize and synthesize the
opinions of the Forum members on the topics at hand and create a consensus
statement from these opinions.
Forum members will discuss the issues on the agenda with the collected and
presented data. The Marana Citizens' Forum is tasked with developing specific,
detailed action plans to present to the Marana Town Council. The plans and
projects that are discussed within this meeting should be feasible and aligned
with the Towns Strategic Plan. Forum members are asked to commit to
implement their chosen action plans.
The goal of the process is to reach consensus regarding the action plans and
projects to be presented to the Town Council. Consensus does not mean
unanimity in this context, but general agreement among the Forum members.
Generally, consensus is reached when no one wants to add anything and no one
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EXHIBIT A TO MARANA RESOL UTION NO. 2011 -100
objects strongly to the wording of the consensus statement drafted by the scribe
and read back to the Forum members.
At the conclusion of this meeting, the Forum members will elect from their
membership a Presentation Group who will present the Forum
recommendations to Council. The Presentation Group will work with Town staff
to develop a formal presentation to the Town Council regarding the Forum's
findings and recommended action plans. The Town Council will then determine
the next steps.
Phase 4 - Civic Learning
After the Council presentation, the Forum members will assemble again to
review the process, as well as the outcomes of any completed action plans. This
meeting will act as a debriefing for Forum members and as a time for reflection
regarding the overall effectiveness of the Forum process.
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