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HomeMy WebLinkAboutResolution 91-028 adopting council agenda sequencingTOWN OF MARANA RESOLUTION NO. 91-28 WHEREAS, the Marana Town Council requires a comprehensive set of Policies and Procedures setting forth the order, content, structure and method of preparation and approval of all Town Council meeting agendas. WHEREAS, the Marana Town Council desires consistent policies and procedures regarding the use and purpose of Executive Ses- sions as prescribed by law. NOW, THEREFORE BE IT RESOLVED that the Town of Marana's Mayor and Town Council does acknowledge and will generally con- form and adhere to the following agenda policies. Agenda Sequencing Of Items The following agenda sequencing of items will pertain to all Town Council meetings, Regular, Special, Study Sessions, Joint Meetings with other entities and Town Council Retreats. Roman Numerals will be used to identify the items, with all sub-items under "Order of Business" Items to be identified with capital letters. Sequence of Agendas 1. Call to Order Pledge of Allegiance 3. Invocation 4. Roll Call 5. Approval of Agenda 6. Approval of Minutes 7. Presentations (If needed) 8. Petitions and Comments 9. Announcements 10. Public Hearings (If needed) 11. Marana Volunteer Fire Department, Inc. (3rd Tuesday) 12. Staff Reports (3rd Tuesday) To include Town Attorney 13. Executive Session (when it pertains to an item under Order of Business) 14. Order of Business A. Consent Agenda (first Item) B. General Items of Business C. Town Mayor's Report D. Town Manager's Report 15. Future Agenda Items 16. Executive Session (not related to an item under Order of Business on that particular agenda, if needed) 17. Adjournment II. Executive Sessions All Executive Sessions will be placed on an agenda subject to State open meeting laws, requiring at least 24 hours public notice. Only those items prescribed in State Statute 38-431-03 will be placed for discussion under an Executive Session. 1) Attendees At An Executive Session, (On a normal routine basis) A) Mayor B) Town Council Members C) Tow~ Attorney The Town Council may invite any other individual into Executive Session, if relevant to the issue. Only those elected members and staff present at any particular meeting are eligible to attend and are bound by the confidential- ity of the discussions held in that particular Executive Session. Those elected officials and staff not present at a particular Executive Session may not discuss any item discussed with any person present during that particular Executive Session. 2) Minutes of Discussions In An Executive Session The Town Attorney, or an individual designated by the Town Coun- cil will be present at all Executive Sessions to document the nature and extent of the discussions in Executive Session. The Town Attorney or designated individual will record the discus- sions in Executive Session through long or short hand written accounts, mechanical recording devises can be used at the discre- ation of the governing body. The Minutes will then be accurately transcribed by the Town Attorney or Town Clerk and retained under the security and supervision of the Town Attorney. 3) Authority To Place An Executive Session On An Agenda The Marana Town Council, the Mayor, Town Attorney and Town Manag- er all have the authority to place an item which is allowable under the open meeting statutes on an agenda, subject to the ultimate approval of the agenda Committee's review and the May- or's approval of the final agenda. The Town Attorney is a member of the Agenda Committee and must approve all Executive Sessions as to compliance with applicable Open meeting statutes. 4) Location of Executive Session In The Agenda Sequence A) Generally, agenda sequence journment". Executive Sessions will be placed within the after "Future Agenda Items" and prior to "Ad- B) The exception to 4-A above deals with a required and legal Executive Session dealing with an item which requires action (under an Order of Business item on the agenda) on the same agenda. The positioning of this Executive Session will occur after the "Staff Reports" and prior to "Order of Business" agenda items. III. Proposed Agenda Committee And Schedule Of Agenda Preparation 1) Agenda Committee The Agenda Committee is made up of the following positions: A) Mayor or in the Mayor's absence, the Vice-Mayor or a designated member of the Town Council. B) Town Manager C) Town Attorney D) Town Clerk The Agenda Committee will review, adjust and agree to the items on each agenda. The final agenda will require the Town Clerk, Town Attorney (as to form only) and ultimately the Mayor's signa- ture prior to being posted throughout the community at least 24 hours prior to the meeting start time. Each agenda will clearly identify the kind of meeting, location, date and the time the meeting begins. 2) Agenda Preparation Schedule Action Entity Time/Day Tentative Agenda Preparation Town Manager Tuesday, one week prior to Town Council Meeting Deadline for Agenda Items, prior to final agenda approval To~-n Manager Tuesday, at 5:00 P.M. one week prior to Town Council Meeting Agenda Committee Meeting to finalize Agenda Agenda Committee Wednesday at 8:30 A.M. prior to Town Council Meeting Signature of Agenda Mayor Town Attorney Town Clerk Wednesday at 8:30 A.M. prior to Town council Meeting Posting of final Agenda Town Clerk Friday before 5:00 P.M. prior to Town Council Meeting All Town Council agenda packages will be placed in each Council Members basket at Town Hall. All other agenda packages to those listed to receive an agenda package will be available at Town Hall. IV. Consent Agenda A consent agenda will contain agenda items requiring action by the Town Council which are generally routine items not be- lieved to be controversial or requiring Town Council discussion, items which previously received a Public hearing or which have been fully discussed by the Town Council prior to final adoption by Resolution or Ordinance. A single motion and affirmative vote will approve all items. Any item on the consent agenda, upon the request of any member of the Town Council in open session can be removed from the consent agenda and considered separately under the "Order of Business" - consent agenda item. The consent agenda will appear as the 1st item under "Order of Business". V~ Mayor's signing of Resolutions 'and-Ordinances The Mayor will sign all approved Resolutions and Ordinances immediately after the Town Council's action has occurred. The Town Clerk is responsible for all Resolutions and Ordinances and the attestment of such immediately following the Mayor's signing of all Resolutions and Ordinances. PASSED AND ADOPTED by the Marana Town Council this 17th day of December, 1991. MAYOR APPROVED AS TO FORM: