HomeMy WebLinkAboutResolution 2013-019 revising appointment and term process for citizens' forumNtiARANA RESOLUTION NO. 2013-019
RELATING TO BOARDS, COMMISSIONS AND COMMITTEES; REVISING THE
NUMBER OF MEMBERS, THE MEMBER TERMS OF OFFICE AND THE APPOINTMENT,
REAPPOI]vTMENT AND REMOVAL PROCEDURES FOR MEMBERS OF THE MARA:L�A
CITIZENS' FORUM; REVISING THE FORMAL MARANA CITIZENS' FORUM PROCESS;
AND PROVIDING FOR USE OF THE I�TARANA CTTIZENS' FORUM AS AN AD HOC
ADVISORY REVIEW COMMITTEE ON AN AS-NEEDED BASIS
WHEREAS Section 2-6-1(A) of the Marana Town Code authorizes the Town Council to
create and dissolve those special �nd standing boards, cornxnissions and committees as the
Council deems necessary; and
WHEREAS Section 2-6-1(B) of the Marana Town Code provides that the resolution
crea.ting a board, commission ar committee sha11 describe the powers and purpose of the boazd,
commission or eommittee 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, recornmendation, appointment and removal of boazd, commission or committee
members; and
WHEREAS Section 2-6-3 of the Marana Town Code provides that khe resolution crea.ting
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 boazd, commission or comxnittee members for a
particular board, commission or committee; and
WHEREAS on November 15, 2011, the Town Council adopted Resolution No.
2011-100, creating the Marana Citizens' Forum as a special committee of the Town of Marana,
describing the powers, purposes and processes of the Forum, establishing the number and
qualification of its membership, the terms of office of its members, and the application,
recommendation, appoinhnent and rernoval processes for Farum members; and �
WHEREAS the Town Council finds that revision of various aspects of the Marana
Citizens' Forum 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 l. The number of inembers, the member terms of office, and the
appointment, reappointment and removal processes for members of the Marana Citizens' Forum
Resolution 2013-019 - 1 -
are hereby revised as set forth in Exhibit A, attached to and incorporated by this reference in this
resolution.
SECTION 2. The forma.l Marana Citizens' Forum process is hereby revised-and the use
of the Marana Citizens' Forum as an ad hoc advisory review committee on an as-needed basis is
hereby authorized as set forth in Exhibit A.
SECTION 3. Marana Citizens' Forum members appointed prior to the adoption of this
resolution who remain on the Forum shall be subject to the revisions set forth in E�ibit A,
including the revised terms of office.
SECTION 4. The Town's Manager and staff are hereby directed and authorized to
undertake all other and further tasks required or beneficial to carry out the terms, obligations, and
objectives of this resolution.
PASSED AND ADOPTED BY THE MAYOR AND COUNCIL OF THE TOWN OF
MARANA, ARIZONA, tlus 5�' day of Mazch, 2013.
Mayor Ed onea
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Resolution 2013-019 - 2 -
EXHIBTI A �'O MARANA RESOL UTION NO. 2013-019
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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 an 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
• Advise 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 delegates and the
Council
Number and Qualifications of Delegates
The Marana Citizens' Forum will have no less than 15 and no more tY�an 25
delegates at any one time, with the optimal number being 20 delegates. These
delegates will come from various backgrounds and experiences and may be:
• Marana residents or business owners; or
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• Appointees of the Town s regional partners: the Marana Unified School
District (MLTSD), the Northwest Fire District (NWFD), the Marana Health
Center (MHC), 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.
Dele�ate Terms of Office
Each Marana Citizens' Forum delegate shall serve for four consecutive Forum
sessions and is subject to reappointrnent as set forth herein.
Appointment, Rea�pointment and Removal of Dele�ates
The Town's regional partners, MUSD, NWFD, MHC, and the Marana Chamber
of Commerce may each appoint one delegate to the Forum. Additionally, each
Town of Marana Councilrnember may appoint one delegate to the Forum.
These regional partner and Councilmember appointees do not require
consideration and approval by the full Town Council.
To reach the optimal goal of 20 delegates, the Town will then initiate an at-large
appointment process open to the public. The procedures provided in
Section 2-6-2 of the Marana Town Code will. be followed for this at-large process.
When a Forum delegate s terxn o€ office expires, the delegate will either be
reappointed by the Town or the Town will seek a new appointrnent from the
entity or Councilmember that appointed the delegate whose term is expiring or
will hold another at-large appoiniment process for those seats originally filled by
this process, In determining whether a delegate 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 delegate resigns or is removed, the Town will seek a new
appointment from the entity or Councilmember that appointed the
resigning/removed delegate, or will hold another at-large appointxnent process
for those seats originally filled by this process.
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if necessary, an at-large appointment process in accordance with Section 2-6-2 of
the Mazana Town Code may be conducted in order to fill any vacancy.
Removal of Marana Citizens' Forum delegates shall be in accordance with
Section 2-6-2(G) of the Marana Town Code, except for removal of delegates due
to poor attendance at Forum meetings. Forum delegates who are absent without
prior excuse from one or more meetings during a Forum session shall be
considered to have resigned and the Town shall not be required to take any
further action to remove the delegate from the Forum membership.
Former CAC Members
For the initial creation of the Forum, the then-current members of the Affordable
Housing, Business and Economic Development, Parks and Recreation, Police and
Utilities Citizen Advisory Cornmissions (CAC) were invited to participate and
those CAC members who accepted the invitation were appointed to the Forum.
If those former CAC members leave the Forum due to the expiration of their
initial term, resignation, or removal, their replacement will be selected via the
at-large appointment process set forth in Secdon 2-6-2 of the Marana Town Code.
Marana Citizens' Forum Process
Forum Sessions
Town staff will deterrnine the number of Forum sessions that will take place in
any given calendar year, but generally it will range from t�wo to four sessions per
year. Each Forum session will encompass four meetings of the full membership
as described herein and will take approximately 12 weeks to complete.
Topic Setection
Potential Forum session topics may be submitted by Forum delegates,
Councilmembers, and Town staff. All submissions will be placed into a topic
pool and, prior to the orientation meeting discussed below, Town staff will select
three topics from the pool for consideration by the Forum. Staff will then present
the three potential session topics to the Marana Town Council. If approved by
the Council, Town staff will prepare a brief background report for each of the
three potentiai session topics to provide context for the topics, and the topics and
background reports will be presented to the Forum at the orientation meeting.
A topie will be selected by a vote of the Forum. Topics not selected will be
returned to the topic pool, if applicable.
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EXHIBTl A TO MARANA RESOL UTION NO. 2013-019
Orientation Meeting
An orientation meeting will take place befare the Phase 1 meeting of each Forum
session. During the orientation meeting, Forum delegates will be introduced or
re-introduced to the Forum process. Additionally, Forum delegates will be
provided with background information and written materials regarding the
Town. Forum delegates will also be provided with expectations regarding
attendance at Forum meetings and guidelines for meetings, and will be asked to
sign a pledge committing to the Forum process.
Forum delegates will then be presented with the three potential session topics
and background reports discussed above. Delegates wiil engage in full
discussion of the potential topics and will then select the topic for the Forum
session via a majority vote of the delegates present at the orientation meeting.
Phuse 1- Naming the Issues
The Phase 1 meeting will consist of an introduction to the topic selected for the
Forum session, followed by a high-level discussion identifying and naming the
various issues associated with the topic.
At the end of the first meeting, 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 delegates' 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 any
previously requested data. Staff will be available to answer questions from
Forum delegates.
If the Forum delegates choose to do so, they may form subgroups to focus on a
specific portion of the issues under discussion. These meetings would be
independent from the Forum process rneetings.
Once the data is presented, the Forum delegates shall finalize the issues for
discussion and deliberation in Phase 3, based on the direction previously
provided in the background report. Town staff and the facilitator chosen for the
public deliberation phase of the Forum process will develop strong guiding
questions to lead the Forum delegates though the Phase 3 discussion.
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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 delegates on the issues at hand and create a consensus
statement from these opinions.
Forum delegates will discuss the identified issues 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 Town s Strategic Plan. Forum delegates 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 delegates.
Generally, consensus is reached when no one wants to add anything and no one
objects strongly to the wording of the consensus statement drafted by the scribe
and read back to the Forum delegates.
At the conclusion of this meeting, the Forum delegates will elect from their
membership a Presentation Group who will present the Forum
recomrnendations to Council. The Presentation Group will work with Town staff
to develop a formal presentation to the Town Council regarding the Forurn's
findings and recommended action plans. The Town Council will then deternune
the next steps.
Phase 4 - Civic Learnzng
After the Council presentation, the Forum delegates will be asked to take part in
an online survey prepared by Town staff to review the process, as well as the
outcomes of any completed action plans. This survey process will act as a
debriefing for Forum delegates and as a time for reflection regarding the overall
effectiveness of the Forum process.
Ad Hoc Advisory Review Meetings
In addition to the formal Marana Citizens' Forum Process described above, from
time to time the Town may utilize the Forum as an ad hoc advisory review
committee for various Town issues and concerns. In such instances, Town staff
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may convene the Forum for a"lighting round" in which the Forum process will
be condensed to one meeting folr review, discussion and recommendations on the
issue or issues as presented by Town staff. As with all rneetings of the Forum,
these ad hoc advisory review meetings shall be held in compliance with the
Ari.zona open meeting law.
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