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HomeMy WebLinkAboutPackets - Historic Preservation Commission (108) AGENDA HISTORIC PRESERVATION COMMISSION THURSDAY, JULY 24, 2008 STEAM PUMP RANCH SITE TOUR PURPOSE: The Town staff will provide a presentation and walking tour of the Steam Pump Ranch. This is a tour for information only and no business will be conducted. WHEN: The site tour will begin at approximately 8:00 a.m. WHERE: Steam Pump Ranch 10901 N. Oracle Road For questions regarding this site tour, please contact Scott Nelson, 229-4800. "Notice of Possible Quorum of the Oro Valley Town Council, Boards, Commissions and Committees: In accordance with Chapter 3, Title 38, Arizona Revised Statutes and Section 2-4-2 of the Oro Valley Town code, a majority of the Town Council, Historic Preservation Commission, Development Review Board, Planning&Zoning Commission and Parks and Recreation Advisory Board may attend this meeting as a member of the audience only." POSTED: 07 21 08 3:30 p.m. ej k AGENDA Oro Valley Historic Preservation Commission Monday, July 14, 2008 Town of Oro Valley Council Chambers 11000 N. La Canada Drive I. Call to Order: at of after 5:00 p.m. H. Roll Call. M. Call to the Audience. IV. Approval of June 9, 2008, minutes. V. Introduction of new commissioners: Patrick Foley and Valerie Pullara. VI. Discussion and possible action of HPC Rules: Proposed additions to the Rules of the HPC Commission. VII. Election of Officers VIII. Discussion of the position of Town Historian and HPC Rules. IX. Discussion and possible action regarding Steam Pump Ranch: Proposed letter to SHPO Re: TE Grant Application X. Discussion and possible action regarding HPC Work Plan. a. CLG Application b. Cultural Resource Inventory Plan c. Budget d. Community Outreach e. Process Plan for Historic Designation f. Role of the HPC g. Training h. Santa Cruz Heritage Alliance XI. Discussion and possible action regarding National Alliance of Historic Commission. XH. Announcements. a. 7/30/08 Joint Study Session HPC and Town Council XIII. Items for future agendas. XIV. Adjourn. POSTED: 07 09 08 11:00 a.m. ejk The Town of Oro Valley complies with the Americans with Disabilities Act(ADA). If any person(s) with a disability needs any type of accommodation,please notify the Town Clerk's office at(520) 229-4700. INSTRUCTIONS TO SPEAKERS Members of the public have the right to speak during any posted public hearing. However,those items not listed as a public hearing are for consideration and action by the Commission during the course of their business meeting. Members of the public may be allowed to speak on these topics at the discretion of the Chair. If you wish to address the Commission on any item(s) on this agenda, please complete a speaker card located on the Agenda table at the back of the room and give it to the Recording Secretary. Please indicate on the speaker card which item number and topic you wish to speak on, or if you wish to speak during "Call to Audience", please specify what you wish to discuss when completing the blue speaker card. Please step forward to the podium when the Chair announces the item(s) on the agenda which you are interested in addressing. 1. For the record, please state your name and whether or not you are a Town resident.. 2. Speak only on the issue currently being discussed by Commission. Please organize your speech, you will only be allowed to address the Commission once regarding the topic being discussed. 3. Please limit your comments to 3 minutes. 4. During "Call to Audience" you may address the Commission on any issue you wish. 5. Any member of the public speaking must speak in a courteous and respectful manner to those present. Thank you for your cooperation. "Notice of Possible Quorum of the Oro Valley Town Council and the Planning and Zoning Commission: In accordance with Chapter 3, Title 38, Arizona Revised Statutes and Section 2-4-2 of the Oro Valley Town Code, a majority of the Town Council or Commission may attend the above referenced meeting as a member of the audience only." June 9,2008 Draft Minutes Historical Preservation Commission DRAFT MINUTES ORO VALLEY HISTORIC PRESERVATION COMMISSION REGULAR SESSION June 9, 2008 ORO VALLEY COUNCIL CHAMBERS 11000 N. LA CANADA DRIVE I. Call to Order: at 5:00 p.m. II. Roll Call. PRESENT: Chair Bob Baughman Vice Chair Daniel Zwiener Commissioner Lois Nagy Commissioner Marilyn Cook Excused: Commissioner Pat Spoerl Also Present: Salette Latas, Council Member (for Al Kunisch) Scott Nelson, Special Project Coordinator Bill Adler, Planning and Zoning Commissioner Diane Chapman, Senior Office Specialist/Recording Secretary III. Call to the Audience opened and closed with no speakers. IV. Approval of May 14, 2008, minutes. Commissioner Nagy said the date on the minutes should be May 14th, not the 15th. MOTION: Commissioner Cook MOVED to approve the minutes with the date corrected to May 14, 2008. Vice Chair Zwiener seconded the motion. Motion carried 4:0. V. Introduction of Commission candidates: Patrick Foley, and Valerie Pullara. Chair Baughman introduced Valerie Pullara, HPC candidate. Patrick Foley was not in attendance. VI. Discussion and possible action regarding Steam Pump Ranch. Vice Chair Zwiener & Commissioner Spoerl have been working with Scott Nelson at Steam Pump Ranch (SPR). Vice Chair Zwiener presented a written report on work at SPR assessing what was left behind by the Liebers. They met with Lt. Ed Schaefer and Amy Sloan of OVPD on 6/6/08 and discussed site security. Mr. Nelson said the site security plan at one time entailed patrols and beefing up lighting of 1 June 9, 2008 Draft Minutes Historical Preservation Commission the site. OVPD has decided not to have their newly established bike patrol operate from the site, as it is important to retain the historic character. PD didn't feel the site could be made secure enough for bike patrol. With regular patrols and implementation of lighting it g g should be secure. Bids on lighting received so far are $9800 and 2800. One more bid is still to come in. Mr. Nelson stated based on his assessment and the consultant's, with a structural engineer, the recommendation for stabilization and cleanup, should be well within the budget. Vice Chair Zwiener didn't think there was a lot of remaining material of historical value. Anything that may be of value is being assessed and stored. It is suggested the pump house be monitored by archaeologists. Mr. Nelson said anything not historic but salvageable has been looked at by the Town's procurement officer. What can be recycled will be: books to library, donations to Goodwill, etc. Tucson Metals will drop roll offs there and scrap metal will be loaded. They pay $120 per ton. Vice Chair Zwiener also commented about an area near Carlos' house which has been identified as a seating area and should be considered for preserving. The Lieber residence has a large safe in the north end of the building that will be removed. An antique jukebox was found and was removed and stored. Any wood encountered during reconstruction that has a historic appearance, should be saved and stored. VII. Discussion and possible action regarding Oro Valley Historical Society Liaison. A copy of an email from Pat Spoerl was distributed. Mr. Eggerding, President of the Oro Valley Historical Society had suggested developing joint studysession with HPC. Chair p g a Baughman will contact President Eggerding and try to have proposals at the next meeting to schedule a joint study session. VIII. Discussion and possible action regarding HPC Work Plan. a. Certified Local Government (CLG) Application Mr. Nelson reported that CLG was approved by Town Council on 3/19. It was sent to the State Historic Preservation Office (SHPO) and nothing has been heard back yet. He will check to see if either of the grants need CLG status. b. Cultural Resource Inventory Plan Vice Chair Zwiener thought since there has been a turn over of Commissioners, there be some reorganization of these items. On June 25, 2008, there will be a training session for boards and commissions, 3:00 0 5:00 p.m. in the Hopi Room. June 9,2008 Draft Minutes Historical Preservation Commission The remainder of these items had nothing to report. c. Budget d. Community Outreach e. Process Plan for Historic Designation f. Role of the HPC g. Training IX. Discussion and possible action regarding HPC special projects: Chair Baughman corrected the numbering of the following items on the agenda. X = IX a. XI = IX b. XII = IX c. XIII = X XIV = XI XV = XII a. National Alliance of Historic Commission Chair Baughman requested checking to see if HPC has joined the National Alliance of Historic Commissions. b. HPC Rules Council Member Latas will check to see if the HPC Rules and Procedures are going to the Council soon. c. Santa Cruz Heritage Alliance Chair Baughman suggested waiting until next month to fill the Santa Cruz Heritage Alliance membership vacancy. XIII. Announcements. Mr. Nelson said the Steam Pump Ranch Master Plan final report is now on CD and will be posted on the Town's website. CD's can be burned for the HPC and SPR Task Force. Vice Chair Zwiener will be attending the 6th Annual Arizona Statewide Historic Preservation Conference this week and will make a report at a future meeting. XIV. Items for future agendas. - Elections for Chair and Vice Chair offices. - Everything on current agenda should be carried over. XV. Adjourn. 3 June 9,2008 Draft Minutes Historical Preservation Commission MOTION: Vice Chair Zwiener MOVED to adjourn the HPC meeting. Commissioner Nagy gY seconded the motion. Motion carried 4:0. Chair Baughman stated that this is Commissioner Cook's last meeting and thanked her for her services on HPC. Meeting adjourned at 6:35 p.m. Prepared by: jvt._ Diane Chapman Senior Office Specialist 4 Proposed Additions to the Rules of the Commission Election to all offices shall be by public recorded vote. c 6 di ) Election to office requires a majority of votes cast. If there are more than two for an office, the candidate receiving the least number of votes in the first candidates q vote shall be disqualified for the next vote. If, in such a case, there is a tie for last place, the Chair shall coin_tncc nr similar disinterested method, approved by the the Chair shall by VV/1� •V Vv v■ v■■■■■■�• .w.... approved Commission, select the disqualified candidate. Lit:w ?i`i(f of Chair or Vice-Chair,the event of a vacancy in the office an election shall be held to fill the remainder of the term. 1? /\ktQQJ\k..Q .if Ntki/XASL TOWN OF ORO VALLEY HISTORIC PRESERVATION COMMISSION RULES Final Draft PREAMBLE The Historic Preservation Commission was created by the Town Council "to promote the educational, cultural and economic welfare of the Town of Oro Valley by ensuring the preservation of historic buildings, districts, landmarks, structures, documents, photographs and other artifacts that represent the historic background and development of the greater Oro Valley area." (Oro Valley Town Code, Section 6-10-1(C)). To that end, these rules are enacted to ensure the orderly conduct of the Commission's business and to provide guidance to the Commission in carrying out its mission. Although one of many volunteer boards and commissions of the Town, the Historic Preservation Commission is unique in that its charge involves the safeguarding of the Town's cultural and historical identity, which may be accomplished only through close cooperation with applicants coming before the commission. Due to the need for such cooperation, the following rules may differ in some respects from other boards and commissions to provide the Commission greater flexibility in accomplishing its goal. 1. ORGANIZATION 1-1 Membership A. A Commissioner's position on the Commission shall be deemed vacant and the Town Council may appoint another person to complete the term if, during the Commissioner's service on the Commission: 1. The Commissioner resigns; 2. The Commissioner dies; 3. The Commissioner is judicially determined to be incompetent; 4. The Commissioner is convicted of a felony; or 5. The Commissioner is no longer an Oro Valley resident. B. If a Commissioner misses three regular or special meetings in any 12-month period, the Commission Secretary shall send a letter to the Commissioner inquiring about the reasons for the absences and the Commissioner's ability to attend future meetings. The Commissioner's response will be distributed to the other Commissioners. If the response received is indicative of a continuation of frequent absences or no response is received within 30 days after the date of the mailing, and after the affirmative vote of five Commissioners at a regular or special meeting, the Commission may recommend to the Town Council that the Commissioner's position be Page 1 of 9 declared vacant and that a new person be appointed to complete the term. C. Upon the affirmative vote of five Commissioners at a regular or special meeting, the Commission may recommend that the Town Council remove, and rescind the appointment of a Commissioner and appoint a new person to complete the term, if the Commission find that: 1. A Commissioner is continually unprepared; 2. A Commissioner is excessively absent from meetings; 3. A Commissioner is habitually in conflicts of interest; 4. A Commissioner shows public disrespect to applicants, citizens, staff, or other Commissioners; or 5. A Commissioner otherwise impairs the quality of the decision-making or diminishes the integrity of the Commission. Such a recommendation shall not be a condition precedent to any action that the Town Council may choose to take concerning a Commissioner's continuance or removal. 1-2 Commission Chair and Vice-Chair A. At its first regular or special meeting in July of each year, the Historic Preservation Commission shall elect a Chair and Vice-Chair from among its members. 1. These officers shall serve for a term of one year and until the next annual election is conducted. Any Commissioner serving as Chair or Vice-Chair shall be eligible for re- election. 2. The annual July election may be postponed by act of the Commission. If the election is postponed,the Chair and Vice-Chair shall continue to serve until an election is conducted. 3.- The Chair and Vice-Chair should, but need not, be on different appointment expiration schedules to avoid both reaching reappointment or term limits at the same time. 4. At an election, nominations for the office of Chair or Vice-Chair need not be submitted before the meeting, but may be made at the election meeting. If only one Commissioner is nominated for the office of Chair or Vice-Chair, then a motion to elect that nominee unanimously or by acclamation is in order. Commissioners may nominate themselves for office. B. In the absence of the Chair, the Vice-Chair may exercise all powers and duties assigned to the Chair. C. The Chair or Vice-Chair may be removed from office by an affirmative vote of four Commissioners of the Commission at a regular or special meeting. D. In the event that both the Chair and the Vice-Chair are absent or disqualified, the remaining Commissioners shall designate a Special Chair for the duration of the meeting by majority vote of those Commissioners present and voting. The Special Chair shall have all of the duties and authority of the Chair. Page 2 of 9 E. The Chair shall decide all points of order and procedure; but by motion duly made and seconded, any Commissioner may appeal the ruling of the Chair to the Commission as a whole. The motion to appeal is subject to debate and is not amendable. To overrule a procedural decision of the Chair, a majority vote of those Commissioners present and voting is required. F. The Chair shall have the right to vote on all matters before the Commission, to make and second motions in the absence of a motion or second by any other Commissioner, and to participate in . p p the Commission deliberations from the chair. 1-3 Secretary-Town Planning & Zoning Director The Town's Planning and Zoning Director shall be Secretary to the Commission. It shall be the duty of the Secretary, or designee, to send out all notices required by statute, ordinance, or these rules; to perform all the customary duties of the office; to be the custodian of the records of the Commission; to supervise the clerical work and technical preparations necessaryto the . . p p disposition of business before the Commission; and to perform all other duties required q by statute, ordinance, or requested by the Commission. 1-4 Legal Counsel The Town Attorney, or designee, shallrovide legal advice to the Commission g and for individual Commissioners related to questions encountered in the performance of their duties, interest such as conflicts of interest and ex parte contacts. The Town Attorney shall also provide clarification and advice to the Chair relative to parliamentary procedures and other matters. 2. COMMISSION MEETINGS 2-1 Regular Meetings Regular monthly meetings of the Historic Preservation Commission shall be held at the Oro Valley Town Hall on the second Monday of each month. Whenever a regular meetingis to be � held on the same day as a legal holiday observed by the Town of Oro Valley, that meeting shall be either canceled or rescheduled. Public notice of these be meetings shall given as required gq by Arizona statute. 2-2 Special Meetings The Commission may hold special meetings at the call of the Chair, which call shall all be filed with the Secretary, or as may be scheduled by a majority of the Commissioners at any previous meeting. Not less than 24 hours notice of the meeting shall be given to each Commissioner by direct telephone contact or personal delivery and posted at the Town Hall complex and other locations for the posting of public notices as set forth in the Town'sn ostiprocedures. p g Page 3 of 9 2-3 Study Sessions A. Study sessions for any purpose may be held at the call of the Chair upon request from staff or other Commissioners, or by scheduling at a regular or special meeting. B. Not less than 24 hours notice of the study session shall be given to each Commissioner by direct telephone contact or personal delivery and posted at the Town Hall complex and other locations for the posting of public notices as set forth in the Town's posting procedures. The noticeg iven and posted shall specify the time and place of the study session and its agenda. C. The Chair shall announce if any Speaker Cards are submitted by thep ublic. The Chair, if there are no objections by the Commissioners, may allow public testimony at the session, orb Y a majority vote of those Commissioners present and voting, the Commission may allow public testimony: D. No legal action shall be taken at any Study Session. 2-4 Public Meetings and Executive Sessions A. All meetings and hearings of the Commission, except Executive Sessions, shall bep ublic meetings. All persons so desiring shall be permitted to attend the public meetings and s, address hearings, the Commission as provided in sections 2-5 and 2-10(4) of these Rules, and listen to the deliberations and proceedings. All legal action of the Commission shall occur during a public meeting. Any action calling for a formal vote shall take place only at a public meeting. B. An Executive Session shall mean a gathering of a quorum of the Commissioners from which the public is excluded. Executive sessions will be noticed and held as provided for in Arizona statute. 2-5 Public Comment A. Members of the public who wish to address the Commission on aarticular p agenda item not scheduled for a public hearing may do so at the discretion of the Chair. B. As agenda items are addressed by the Commission, the Chair shall announce whether any Speaker Cards have been submitted by the public. C. If called, speakers shall approach the podium and state their name and whether they reside in the Town. D. Each speaker may be given at least three (3) minutes to address the Commission on the agenda item under consideration. 2-6 Site Tours A. Site Tours shall be treated as study sessions pursuant to Section 2-3. B. Site Tours for Landmark Designation Page 4 of 9 1. The Commission may conduct site tours of property proposed for landmark designation. 2. The Commission shall obtain the permission of the property owner prior to conducting a site tour. 3. An applicant pursuing landmark designation may present information about the site visited, and may answer questions from Commissioners. In the event such a presentation is made, a description of the presentation, including any questions asked and answers given, shall be entered into the record of the public hearing held to determine designation. C. Site Tours for Historic Districts 1. The Secretary may conduct a site tour of property to be considered for Historic District designation. 2. Historic District site tours may or may not include tours of individual properties and/or buildings subject to permission of the property owner. 2-7 Agenda A. Specific matters may be placed on the agenda by the Chair, by request of a Commissioner communicated to the Chair or the Secretary, or by an affirmative vote of a majority of the Commission at a previous meeting. In addition, the Secretary may place matters on the agenda based upon the schedule of the work plan and/or in response to issues that arise, upon the concurrence of the Chair. B. The Commission Secretary shall prepare the agenda for each regular or special meeting and study session. The agenda shall specify the matters scheduled for Commission consideration and possible action. The Chair shall approve the agenda before its dissemination, distribution, and posting. 2-8 Quorum Requirement Four Commissioners shall constitute a quorum. No action shall be taken at any regular or special meeting in the absence of a quorum, except to adjourn the meeting to a subsequent date. 2-9 General Meeting Procedures A. Point of Personal Privilege 1. A Point of Personal Privilege is a communication from a Commissioner to the Chair drawing urgent attention to a need for some personal accommodation, such as an inability to see or hear what is transpiring, a matter of requested convenience, or a right or privilege that has been overlooked and should be recognized. 2. Due to its urgent nature, a Point of Personal Privilege can interrupt a speaker and cannot be debated or amended. No second or vote is required; action is taken by the chair alonc. Page 5 of 9 B. Point of Procedure 1. A Point of Procedure is a question addressed to the Chair byCommissioner a onu ' nissioner or staff inquiring about the conduct of the meeting or the propriety of a particular action. 2. A Point of Procedure can interrupt a speaker and no second is required. I q tis not debated or amended; it is resolved by correction or clarification by the Chair. C. Motion to Appeal a Ruling of the Chair 1. This motion appeals the Chair's ruling on questions ofprocedure to the full Commission. Commission. 2. Such a motion cannot interrupt a speaker and a ° p p second is required. It is subject to debate and it is not amendable. A majority vote of those Commissioners present and voting voting i s required to overrule the decision. 2-10 Conduct of Hearings and Official Actions A. Public hearings are items on a Commission agenda where evidence and public . . g p blic testimony are taken to assist in the decision of the Commission. Theyare held for the purpose ' . p rp e of considering property for designation as a landmark or Historic District, or for consideringthe issuance ce of a Certificate of Appropriateness. B. A Commissioner desiring to speak or posequestions shall first address the ' . . Chair, and upon recognition by the Chair, shall confine the statements oruestions to the matter under der consideration at that time. When so recognized, the Commissioner interrupted � shall not be interrupted except as provided by these Rules. C. The Commission shall not conduct its hearings according to technical or judicial rules of evidence. Any relevant evidence may be considered so longas it is the kind of . evidence that a reasonably responsible person would rely on in the conduct of serious affairs. D. Any persons, at their own expense, may have a meetingrecorded byan electronic ' . device or by a stenographic reporter, provided that they consult with the Commission Secretary to arrange for access for such recording prior to commencement of the meeting, and that the recording does not otherwise disrupt the proceedings. E. The Commission shall consider a matter in the following manner: 1. Call: The Secretary shall announce the matter as stated on theposted agenda. g a. 2. Town Staffs Presentation a. The Secretary shall present and summarize the written staff report, analysis,p y s, and recommendations. • b. The Commissioners may ask Staff questions about anyaspectof the application, the staff report, and all relevant facts, circumstances, and conditions affecting the matter. 3. Applicant's Presentation. a. The Chair shall call for the applicant or its agent to make aresentation unless s Cb5s p t11C Page 6 of 9 applicant has requested that the application be considered without the applicant's attendance. b. If the applicant or the applicant's agent makes a presentation, the Commissioners may ask the applicant or the applicant's agent questions about any aspect of the application and all relevant facts, circumstances, and conditions affecting the matter. 4. Public Hearing and Input a. Speakers at a Public Hearing i. If any person wants to address the Commission about the application under consideration, that person must complete and deliver to the Recording Secretary a Speaker Card that will be available at the hearing site. ii. The Chair will call a speaker who has submitted a card when it is that speaker's turn to address the Commission. 111. When the Chair calls a speaker, that person will first state the speaker's name and whether they reside in Town. iv. Unless otherwise permitted by the Chair, a speaker at theublic shall p hearing have no more than three minutes to make the presentation. The Chair may limit the speakers or their presentations upon a particular issue in order to avoid repetitious or merely cumulative testimony. v. Groups wishing to speak should choose a spokesperson top resent the views of the group. vi. Upon the completion of a speaker's presentation, Commissioners may pose questions to the speaker. The applicant, applicant's agent or staff may address the matters raised by the speaker or ask questions of the speaker. vii. After all persons who have submitted a Speaker Card have been heard, and all written submissions have been made,the Chair shall close theublic hearing. p g viii. Once the public hearing has been closed, no further oral or written statement from the public shall be taken unless specifically solicited by the Commission. b. Written Communications from Public. The Secretaryshall fix a schedule for the submission of written communications from the public regarding the public of a hearing and shall include the schedule in any public notice regarding the hearing. Written communications timely received shall be duplicated and delivered to the Commissioners at least two full working days before the hearing. Where written communications are not timely received or are submitted on the day of or at the Commission meeting, Commissioners may, but need not, review, consider, or comment upon such communications. F. Commission Decision: After the completion of the public hearing, the subject ect of the hearing J shall be open for discussion. At any time thereafter, a Commissioner maymake a motion to continue the matter to date specified in the motion (with or without stated requirements), ements� q ,�, Page 7 of 9 approve or recommend approval (with or without stated conditions), or deny or recommend denial of the application. 1. By majority vote of those Commissioners present and voting, the Commission maydefer g action on any matter when it concludes that additional time. If continued, the matter shall be carried to a date certain. 2. A motion to approve or deny, or recommend approval or denial, shall include a statement of the proposed findings and conclusions. In the alternative, such a motion may adopt t all or some of the proposed findings and conclusions set forth in the Staff report submitted on the p application. 3. After a motion has been made, the Commissioners shall then discuss the merits of the motion. The Chair shall allow sufficient discussion and consideration of the issues so that all pertinent points of view are considered. 4. Each Commissioner shall state the reasons for their individual votes, citing to the criteria set forth in Oro Valley Town Code Sections 6-10-7(C), 6-10-8(F))or 6-10-9(2)(3). 5. When the discussion is complete or when a Commissioner calls thequestion, a vote of the . Commissioners present shall be taken. The affirmative vote of a majority of the Commissioners present and voting shall be required for passage of a motion. 6. Each Commissioner has the responsibility to cast a vote on motionsg endin before the p Commission. Commissioners should make their best effort to weigh the information presented at the public hearing and make a determination as to their vote. Commissioners should avoid abstaining from any vote. 7. The minutes of the meeting shall reflect the "ayes" and "nays" cast on ap articular matter, the rationale for each vote, and the names of those Commissioners who vote in the majority and minority. Those minutes shall also contain any statement of a Commissioner about the Commissioner's vote. 8. Reconsideration of a Commission action maybe initiated Commissioner,by a Commissioner, based on information not available to the Commission at the time the matter was initially decided. Such a motion shall be filed with the Secretary and then placed upon the agenda for the next p meeting of the Commission. If there is no second to the reconsideration motion, the motion fails. If there is a second and an affirmative vote of those Commissionersresent and voting, g' the Commission shall continue the reconsideration of the original matter to a specific date in p consistent with the requirements for adequate public notice for the hearing. G. Transmittal of Recommendation to the Planning and ZoningCommission and the Town Council. Whenever the Commission makes a recommendation to the Planningand Zoning n g Commission and/or the Town Council, the Secretary shall transmit in writing the Commission's recommendation. That written transmittal shall consist of: 1. A plain statement setting forth the Commission's recommendation as stated in the main motion that the Commission passed; 2. The findings that a the Historic Preservation Ordinance (Article 6-10, Oro Valley Town Page 8 of 9 Code)requires; 3. The portion of the Commission's Minutes where the application was considered; 4. The report that the Town staff presented to the Commission; and 5. A copy of the original application. 2-11 Commissioner Conflict of Interest A. Each Commissioner has a responsibility to comply with the conflict-of-interest provision of Arizona law as set forth in Arizona statutes. Any Commissioner who may have a conflict should discuss the matter with the Town Attorney, prior to the hearing if possible. B. Upon determining that an impermissible conflict does exist, the Commissioner shall declare the conflict by completing the Conflict of Interest Disclosure Memorandum available from the Town Clerk and shall submit that memorandum to the Town Clerk with a copy provided to the Chair. C. If an impermissible conflict arises, the Commissioner shall not discuss, advocate, influence, or otherwise take part in the Commission's actions on the matter, either in public or private. Whenever a matter comes before the Commission and a Commissioner has an impermissible conflict, the Commissioner shall leave the meeting room and refrain from taking part in the hearing, discussion, or determination of the matter. When the remaining Commissioners resolve the matter, the Commissioner may return and resume participation in the business of the meeting. But if the matter is not resolved at that meeting, the Commissioner shall not discuss the matter with any other Commissioner until the matter is finally resolved. 3. AMENDMENT PROCEDURE Amendments to these rules may be made by the Commission at any time and must be approved by the Town Council. Amendments shall become effective at the next regular meeting of the Commission after approval by the Town Council. 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