HomeMy WebLinkAboutResolution 2016-076 Revising procedure for reappointment of at-large delegates to Citizens' ForumMARANA RESOLUTION NO. 2016 -076
RELATING TO BOARDS, COMMISSIONS AND COMMITTEES; REVISING THE
PROCEDURE FOR REAPPOINTMENT OF AT- LARGE DELEGATES TO THE MARANA
CITIZENS' FORUM
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 provides that the resolution creating
a special board, commission or committee shall establish the terns 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 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, appointment and removal processes for Forum members; and
WHEREAS on March 5, 2013, November 18, 2014, and December 1, 2015, the Town
Council adopted revisions to the Forum process, including revising the number of members, the
member terms of office, and the appointment, reappointment and removal procedures for Forum
members; and
WHEREAS the Town Council finds that revising the procedure for reappointment of
at -large delegates to the Marana Citizens' Forum as addressed by this resolution is in the best
interest of the Town.
M',1I'clna RCSOILItion No. 2016 -076
NOW, THEREFORE, BE IT RESOLVED BY THE MAYOR AND COUNCIL OF THE
TOWN OF MARANA ARIZONA, as follows:
SECTION 1. The procedure for reappointment of at-lar dele to the Marana
Citizens' Forum is hereb revised as set forth in Exhibit A, attached to and incorporated b this
reference in this resolution.
SECrfil ON 2. The Town's Mana and staff are hereb directed and authorized to
undertake all other and further tasks re or beneficial to carr out the terms, obli and
objectives of this resolution.
PASSED AND ADOPTED b the Ma and Council of the Town of Marana, Arizona,
this 2nd da of Au 2016. A I
ATTEST:
4 0cel y ii C..Ifronson Town Clerk
Ma Ed Honea
Marana Resolution No. 2016-076
APPROVED AS TO FORM:
Marana Citizens' Forum
Tn frnrh i rti nn
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.
PMAT OM,
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 in a meaningful way
• 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
To maximize the efficiency and effectiveness of the Marana Citizens' Forum, it is
important to have a Forum fully staffed with delegates who have diverse areas of
interest. To that end, the Forum will have no less than 15 and no more than 32
delegates at any one time, with the optimal number being 25 delegates. These
delegates will come from various backgrounds and experiences and may be:
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■ Marana residents or business owners, or
• Appointees of Marana Regional Partners: the Marana Unified School
District (MUSD), 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.
Delegate Terms of Office
Each Marana Citizens' Forum delegate shall serve for six consecutive Forum
sessions of approximately 12 weeks each, and is subject to reappointment as set
forth herein.
Councilmember and Marana Regional Partner Delegate Appointment and
Reappointment
Each Town of Marana Councilmember may appoint up to two delegates and
each Marana Regional Partner may appoint one delegate to the Forum.. These
Councilmember and Regional Partner appointees do not require consideration
and approval by the full Town Council. Councilmember and Regional Partner
delegates can be reappointed for an indefinite number of consecutive terms.
Councilmember and Regional Partner appointments can be made at any time
there is a vacancy. If made during an active session, the appointment will
become effective at the next scheduled session.
If a Councilmember or Regional Partner delegate resigns, is removed or declines
reappointment, the Town will seek a new appointment from the Regional
Partner or Councilmember that appointed the resigning/ removed delegate.
If a Councilmember or a Regional Partner does not appoint a delegate or, when
applicable, a replacement delegate, the Town may fill that spot through the
at -large appointment process described below.
At-Large Delegate Appointment and Reappointment
To reach and maintain the optimal goal of 25 delegates, the Town may appoint
delegates through an at -large appointment process open to the public. The Town
will solicit applications that will be reviewed and vetted by the Town Manager
and/or designated staff. The Town Manager or designee will then make at -large
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appointments to the Forum based on qualifications and interests of the
applicants. At -large delegate appointments do not require consideration and
approval by the Town Council. The Town Manager or designated staff may
make at -large delegate appointments at any time as determined necessary to
maintain the appropriate number and diversity of delegates as described herein.
Upon the expiration of an at -large delegate's term, the delegate may reapply to
serve on the Forum under the at -large appointment process described in this
section. The reappointment of an at -large delegate is not automatic; the delegate
must re -apply and be selected as described in this section.
Removal of Delegates
Removal of Marana Citizens' Forum delegates shall be in accordance with
Section 2- 6 -2(C) 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 two 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.
Marana Citizens' Forum Process
Forum Sessions
Town staff will determine the number of Forum sessions that will take place in
any given calendar year, but generally it will be three sessions per year. Each
Forum session will encompass f ive meetings of the full membership as described
herein and will take approximately 12 weeks to complete.
Topic Selection
Potential Forum session topics may be submitted by Forum delegates,
Councilmembers, and Town staff. The Council will consider potential topics,
and each Councilmember will be asked at a Council meeting to identify his or
her top three preferences which will then be tallied to arrive at the top three
topics. Town staff will prepare a brief background report for each of the three
Council- approved topics to provide context for the topics, and the topics and
background reports will be presented to the Forum at the orientation meeting.
A topic will be selected by a vote of the Forum. Topics not selected will be
returned to the topic list, if applicable.
Phase 1: Orientation Meeting
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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 Forumr. process.
Forum delegates will then be presented with the Council- approved potential
session topics and background reports discussed above. Delegates will engage in
full discussion of the potential topics and will then select one topic for the Forum
session via a majority vote of the delegates present at the Orientation Meeting.
Phase 2: Naming the Issues
The Phase 2 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 this 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 3: Data Presentation/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 meetings.
Once the data is presented, the Forum delegates shall finalize the issues for
discussion and deliberation in Phase 4: Public Deliberation, described below,
based on the direction previously provided in the background report. Town staff
will develop strong guiding questions to lead the Forum delegates though the
Phase 4 discussion.
Phase 4: Public Deliberation
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The Phase 4: 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 end of the meeting, a delegate will be selected to design and construct the
presentation to Council as described below.
Phase 5. Construction
The delegate selected at the end of the Public Deliberation meeting will meet
with. the Forum administrators and other Town staff as necessary to design and
construct the presentation to Council. The presentation will be based upon the
consensus statement created in the Public Deliberation meeting as well as other
relevant information and recommendations generated during the Forum. session.
Phase 6: Review
The draft presentation to Council that was created in Phase 5 will be reviewed by
the full Forum membership for edits, changes or additions.
Phase 7. Presentation
After Phase 6: Review, the Forum recommendations will be presented to Council
for consideration during a regular Council meeting.
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Phase 8. Reviezv and Follozi7 -up
After the presentation to the Council, Town staff will review the Forum
recommendations and identify which recommendations require Council policy
direction and decision, which are operational or administrative in nature, and
those that may not be feasible due to financial, legal or other reasons. At the next
Orientation Meeting, Town staff will advise the Forum what actions, if any, will
be or have been taken to implement the Forum. recommendations.
Ad Hoc Advisor 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. Town staff may convene the
full Forum for a "lightning round" in which the Forum process will be
condensed to one meeting for review, discussion and recommendations on the
issue or issues as presented by Town staff.
Alternatively, Town staff may convene 5 to 7 Forum delegates, chosen by Town
staff based on the delegates' backgrounds and knowledge base as well as their
availability, to meet as many times as necessary to discuss an issue selected by
the Council or the Town Manager, based on matters of immediate interest or
significance, and render an advisory opinion and recommendations to the
Council, Town Manager, and staff.
As with all meetings of the Forum, these ad hoc advisory review meetings shall be
held in compliance with the Arizona open meeting law.
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