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HomeMy WebLinkAboutPackets - Historic Preservation Commission (109) AGENDA ORO VALLEY TOWN COUNCIL/HISTORIC PRESERVATION COMMISSION JOINT STUDY SESSION JULY 30, 2008 ORO VALLEY TOWN COUNCIL CHAMBERS 11000 N. LA CANADA DRIVE JOINT STUDY SESSION - AT OR AFTER 5:30 p.m. CALL TO ORDER ROLL CALL 1. DISCUSSION OF THE HISTORIC PRESERVATION COMMISSION RULES AND PROCEDURES AND TOWN HISTORIAN ADJOURN JOINT STUDY SESSION - AT OR AFTER 5:30 p.m. STUDY SESSION- Immediately following Joint Study Session CALL TO ORDER ROLL CALL 1. DISCUSSION REGARDING: • ADMINISTRATIVE PROCEDURES AND POLICIES FOR TOWN BOARD AND COMMISSION TERM LIMITS AND APPOINTMENT DATES • TOWN CODE SECTION 2-4-1 REGARDING DESIGNATED START TIME FOR REGULAR COUNCIL SESSIONS • TOWN COUNCIL LIAISON ASSIGNMENTS TO BOARDS, COMMISSIONS, AND OUTSIDE AGENCIES • SUMMER RECESS OF. COUNCIL MEETINGS ADJOURNMENT POSTED: July 23, 2008 4:00 p.m. ejk The Town of Oro Valley complies with the Americans with Disabilities Act (ADA). If any person with a disability needs any type of accommodation, please notify the Town Clerk's Office at (520)229-4700. TOWN OF ORO VALLEY Page 1 of 2 COUNCIL COMMUNICATION MEETING DATE: July 30, 2008 TO: HONORABLE MAYOR AND COUNCIL FROM: Sarah S. More, Planning and Zoning Director SUBJECT: DISCUSSION OF THE HISTORIC PRESERVATION COMMISSION RULES AND PROCEDURES AND TOWN HISTORIAN EXECUTIVE SUMMARY: The Historic Preservation Commission has recommended a new rules and procedures for the Commission. The Town Council requested a joint study session to discuss them as well as the currently vacant Town Historian position on the Commission. BACKGROUND: Rules and Procedures: The Historic Preservation Commission was created by the Mayor and Council by Ordinance (0)04-45 on December 15, 2004. One of the tasks outlined for the Commission in Ordinance (0)04-45 was to develop operating rules and procedures. This task was later incorporated into the Historic Preservation Code, Article 6- p g 6- 10 of the Oro Valley Town Code, which was adopted on October 4, 2006 by Ordinance (0)06-20. Attached and before the Mayor and Council this eveningare the proposed Rules and Meeting Guidelines developed by a y pp committee of the Commission, and approved by the Commission as a whole on October 29, 2007. These Rules and Meeting Guidelines were patterned after other rules and procedures used by the Development Review Board, Planning and Zoning Commission and the Parks and Recreation Advisory Board. There are, however, some significant differences that are outlined as follows: • Instead of including items such as order of business and motion practice within the Rules themselves, the Rules Committee felt that a separate, less formal, document should be created entitled "Meeting Guidelines" that could beenerall l followed, but need not be strictly adhered to. The guidelines are g � intended to provided direction to the Commission when and if questions regarding meeting procedure arise, but do not have the same force and effect of the Rules. • The Rules contain a "Preamble" section that describes the purpose of the HPC and outlines why the Commission differs from others at the Town. Specifically, while other Town Boards and Commissions typically hear and review cases at arms length, the Commission would need to be heavily involved with applicants coming before the Commission. • The Rules Committee felt it was important to provide for public comment on any agenda item that may come before the Commission, not simply public hearing items. (Section 2-5) Additionally, the TOWN OF ORO VALLEY Page 2 of 2 COUNCIL COMMUNICATION MEETING DATE: Jul 30, July2008 Committee felt there needed to be a rule addressing public comment at studysessions to ensure that the public could participate. (Section 2-3(C)) • The Site Tour section of the Rules (Section 2-6) differs from the adopted Councilolio regarding site p y g g tours in that it treats site tours as study sessions, with the opportunity for discussion by the members amongst themselves and with the applicant. The rule specifically contemplates presentations by an applicant for landmark designation. • The other Board and Commission rules contained sections regarding contacts with applicants. g ex parte Given the nature of the Commission as stated in the Preamble, the Rules Committee felt this section needed to be removed so that Commission members felt free to work with applicants tore are an p p approvable landmark designation application. Town Historian: The Town Historian position was created on October 15, 2003 by Resolution (R)03-95 which specified the duties and responsibilities of the position. At that same time, James Kriegh was appointed the Town's first Town Historian. Mr. Kriegh held the position until his death in October, 2007. The ordinance establishing the Historic Preservation Commission reserved one of the seven (7) commission member seats for the Town Historian. This was later incorporated into the Historic Preservation Code. Since Mr. Kriegh's death, the position of Town Historian has remained unfilled, which in turn has left a vacancy on the Commission. Several options regarding the Town Historian position have been explored by the Commission and at their October 29, 2007 meeting the Commission unanimously voted to recommend that the Town Historian continue as an ex officio member of the Commission, but as a non-voting member. The Commission would then be comprised of seven (7) Council appointed,voting members and the Town Historian. ATTACHMENTS: 1. Proposed Rules and Meeting Guidelines 2. Resolution(R)03-95, Establishing the position of l` Town Historian S rah S. More, Planning and Zoning Director Jerene Watson, Assistant Town Manager 644 04,444/.4., David Andrews, Town Manager TOWN OF ORO VALLEY HISTORIC PRESERVATION COMMISSION RULES 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 orderlyconduct of the Commission's business and to provide guidance to the Commission in carrying in 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 oint 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 p 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 declared vacant and that a new person be appointed to complete the term. Page 1 of 10 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. Election to all offices shall be by public recorded vote. 2. Election to office requires a majority of votes cast. If there are more than two (2) candidates for an office, the candidate receiving the least number of votes in the first vote shall be disqualified for the next vote. If, in such a case, there is a tie for last place, the Chair shall by coin-toss or similar disinterested method, approved by the Commission, select the disqualified candidate. 3. 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. 4. 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. 5. In the event of a vacancy in the office of Chair or Vice-Chair, an election shall be held to fill the remainder of the term. 6. 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. 7. 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. Page 2 of 10 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 Commissionersp resent and voting. The Special Chair shall have all of the duties and authority of the Chair. E. The Chair shall decide all points of order and procedure; but by motion duly made and 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 pp 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 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 necessary to the disposition of business before the Commission; and to perform all other duties required by statute, ordinance, or requested by the Commission. 1-4 Legal Counsel The Town Attorney, desi ee, shall provide legal advice to the Commission and for or � individual Commissioners related to questions encountered in the performance of their duties, 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 meeting is 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 meetings shall be given as required by Arizona statute. 2-2 Special Meetings Page 3ofl0 The Commission may hold special meetings at the call of the Chair, which call shall 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's postingprocedures. 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 notice given . 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 the public. The Chair, if there are no objections by the Commissioners, may allow public testimony at the session, or by a majority vote of those Commissioners present and voting, the Conunission may allowublic testimony. testi p 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 be public . . meetings. All persons so desiring shall be permitted to attend the public meetings and hearings, . address the Commission as provided in sections 2-5 and 2-10(E)(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 ata .ublic meeting. g 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 a particular 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 Page 4 of 10 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 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 pursuinglandmark designation may present information about the site visited, pp 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 maybe placed on the agenda by the Chair, by request of a Commissioner p communicated to the Chair or the Secretary, or by an affirmative vote of a majority of the Commission atarevious meeting. In addition, the Secretary may place matters on the agenda p g 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 andp ossible 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 meetingin the absence of a quorum, except to adjourn the meeting to a subsequent date. p 2-9 General Meeting Procedures A. Point of Personal Privilege Page 5 of 10 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 or right privilege that g p g has been overlooked and should be recognized. 2. Due to its urgent nature, a Point of Personal Privilege can p interrupt a speaker and cannot be debated or amended. No second or vote is required; action is taken by the Chair alone. B. Point of Procedure 1. A Point of Procedure is a question addressed to the Chair by a Commissioner 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. It is 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 of procedure to the full Commission. 2. Such a motion cannot interrupt a speaker and a second is required. It is subject to debate and it is not amendable. A majority vote of those Commissioners present and voting is 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 testimony are taken to assist in the decision of the Commission. They are held for the purpose of considerin. g property for designation as a landmark or Historic District, or for considering the issuance of a Certificate of Appropriateness. B. A Commissioner desiring to speak or pose questions shall first address the Chair, and upon on p recognition by the Chair, shall confine the statements or questions to the matter under consideration at that time. When so recognized, the Commissioner shall not be interrupted except as provided by these Rules. C. The Commission shall not conduct its judicial hearings according to technical or rules of evidence. Any relevant evidence may be considered so long as 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 meeting recorded by an electronic device or by a stenographic reporter, provided that they consult with the Commission Secretary to arrange for g 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 the posted agenda. 2. Town Staffs Presentation Page 6 of 10 present The Secretary shall and summarize the written staff report, analysis, and recommendations. b. The Commissioners questions mayask Staff about any aspect of 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 a presentation unless the applicantrequested has that the application be considered without the applicant's attendance. b. If the applicant or the apps agent ent makes a presentation, the Commissioners may ask applicantapplicant's or the a licant'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, thatp erson 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. p When the Chair calls a speaker, that person will first state the speaker's name 111. and whether they reside in Town. iv. Unless otherwisep ermitted by the Chair, a speaker at the public hearing shall 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 p repetitious or merely cumulative testimony. v. Groups to wishingspeak should choose a spokesperson to present the views of p 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 allp ersons who have submitted a Speaker Card have been heard, and all written submissions have been made, the Chair shall close the public hearing. viii. Once thep ublic 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 Secretary shall fix a schedule for the submission of written communications from the public regarding the subject of a public hearing and shall include the schedule in any public notice regarding the hearing. Written communications timely received shall be duplicated and delivered to the Page 7 of 10 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 continent upon such communications. F. Commission Decision: After the completion of the public hearing, the subject of the hearing g shall be open for discussion. At any time thereafter, a Commissioner may make a motion to continue the matter to date specified in the motion (with or without stated requirements), 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 may defer 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 pp of the proposed findings and conclusions. In the alternative, such a motion may adopt all or some of the proposed findings and conclusions set forth in the Staff report submitted on the 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 the question, 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 motions pending before the 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 a particular 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 may be initiated 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 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 Commissioners present and voting, the Commission shall continue the reconsideration of the original matter to a specific date in consistent with the requirements for adequate public notice for the hearing. Page 8 of 10 G. Transmittal of Recommendation to the Planning and Zoning Commission and the Town Council. Whenever the Commission makes a recommendation to the Planning and Zoning Commission and/or the Town Council, the Secretary shall transmit in writing the Commission's recommendation. That written transmittal shall consist of: 1. Alain statement settingforth the Commission's recommendation as stated in the main p motion that the Commission passed; 2. The findings that the Historic Preservation Ordinance (Article 6-10, Oro Valley Town Code)requires; 3. Thep ortion 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, p 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 g 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. Page 9 of 10 Approved by the Historic Preservation Commission this 29th day of October, 2007 Robert Baughman, Chair Approved by the Mayor and Council this day of , 20 Paul H. Loomis, Mayor Page 10 of 10 • TOWN OF ORO VALLEY HISTORIC PRESER VA TION COMMISSION MEETING GUIDELINES I. Order of Business The regular order of business at a regular or special meeting is as follows: A. Call to Order The Chair shall call the meeting to order no earlier than, and reasonably soon after, the time stated in the public notice of the meeting. B. Roll Call The Recording Secretary shall call the roll of Commissioners, record the Commissioners present and absent, and announce whether a quorum of Commissioners is present. 1. Once a quorum is established and as long as the quorum remains, the meeting can continue to transact business until adjournment. 2. At any time after a quorum is established, the Chair may change the order of the posted agenda in order to accommodate the Commission, the staff, members of the public, or applicants. The Commission, by majority vote of the Commissioners present and voting, may also amend the order of the posted agenda. C. Call to the Audience This open call to the public allows members of the public to address the p Commission on matters not otherwise listed on the meeting's agenda. 1. All remarks of the public are addressed to the Commission as a whole and not to any specific Commissioner. 2. Unless otherwise changed by the Chair or majority vote of the Commissioners, each speaker is permitted to speak for three minutes. 3. The Commission shall not deliberate or take any legal action on new matters raised during an open call to the public that are not on the meeting's posted agenda. 4. At the conclusion of the open call, individual Commissioners may: a. Respond to criticism made by those who have addressed the Commission; b. Request that staff review a matter raised; or c. Request that a matter be placed on a future agenda for discussion or action. D. Approval of Minutes 1 1. The minutes of prior meetings will be distributed to the Commissioners for review prior to a meeting. 2. At the meeting, the Chair shall inquire whether there are any corrections. If none the Chair may announce that the minutes as distributed stand approved, or may call for a motion to approve the minutes. 3. Meeting minutes may be corrected as to form upon request of a Commissioner. Corrections to the minutes relating to form may be approved by the Chair. 4. Requests for approval of substantive corrections to the minutes shall be continued and referred to the Recording Secretary for review of the audio recording. Challenged minutes will be prepared and submitted for review by the Commission at the next Regular Meeting. E. Adjournment. Upon completion of the meeting's agenda, or for other good cause, the Chair may declare the meeting adjourned. II. Motion Practice A. Main Motions propose an action on a substantive matter that the Commission is considering. Only one main motion may be considered at a time. B. Disposition motions are subordinate to, but affect or dispose of, main motions; because disposition motions affect main motions, they have precedence over main motions and can be raised while main motions are pending. 1. Motion to Recess a. This motion requests an interruption in the meeting. b. The motion cannot interrupt a speaker and a second is required. It is debatable and can be amended. A majority vote by those Commissioners present and voting is required for approval. c. The Chair may, without a vote, declare a recess lasting no longer than one (1)hour, after which time the meeting will reconvene. 2. Withdrawal of a Motion a. This action is a communication to the Chair from the Commissioner who made the pending motion that he or she withdraws the proposal, which is the moving Commissioner's privilege. b. It does not require a second, and is not subject to debate, amendment, or vote. c. The Chair simply states that the motion is withdrawn and proceeds to the next matter. 3. Motion to Continue (Postpone) a. This motion arises from a need for further information, a matter of convenience, or for any other reason that will enable the Commission to deal more effectively with the matter at a later time. b. The motion cannot interrupt a speaker and requires a second. It is debatable and is amendable. A majority vote of those Commissioners present and voting is required for approval. c. Unless a Commissioner objects, the Chair may continue an item until a future agenda. If an objection is raised, the Chair shall either make a motion or ask for a motion to continue which will require a second and majority vote of those Commissioners present and voting for approval. 4. Motion to Amend a. This motionro oses a change in the wording of a motion currently under p p consideration. b. This motion cannot interrupt a speaker and requires a second. It is debatable and amendable. A majority vote of those Commissioners present and voting is required for approval. c. Amendments are considered in the reverse order of the sequence in which they proposed.were When a motion to amend is pending and another amendment to the amendment is proposed, the Chair shall focus the discussion on the latest amendment, resolve it, and then proceed to the prior amendments and then the main motion. 5. Motion to Close Discussion a. This motion is the same as a motion to "move a question" or to "call the previous question." b. The motion cannot interrupt a speaker and a second is required. It is subject to debate and is not amendable. c. A majority vote of the Commissioners present and voting is required for approval. Approved bythe Historic Preservation Commission this 29th day of October, 2007 pp Robert Baughman, Chair Approved the Mayor and Council this day of , 20 pp by _ Paul H. Loomis, Mayor 3 Niunim • RESOLUTION NO. (R) 03 - 9 5 A RESOLUTION OF THE TOWN OF ORO VALLEY, ARIZONA ESTABLISHING THE POSITION OF TOWN HISTORIAN AND PROVIDING THE RESPONSIBILITIES AND DUTIES ASSOCIATED THEREWITH. WHEREAS, the Town of Oro Valley desires to ensure that its historyis maintained and preserved, and accurately WHEREAS, the Mayor and Town Council have the authority to establish theP osition of Town Historian under ARS § 9-239(A); and WHEREAS, the creation of the position of Town Historian will serve to accurately maintain and preserve the Town's history; and WHEREAS, it is in the best interest of the Town to establish the position of Town Historian to accurately maintain and preserve its history. NOW, THEREFORE, BE IT RESOLVED by the Mayor and Council of the Town of Oro Valley, Arizona, that the position of Town Historian is hereby established to accurately maintain and preserve the Town's history. The Town Historian shall: 1) serve at the pleasure of the Mayor and Town Council; 2) serve without compensation,however, he/she may be reimbursed for actual expenses incurred in connection with his/her duties upon authorization by the Mayor and Town Council; and 3) not have authority to bind the Town to any agreements with public or private organizations. PASSED AND ADOPTED by Mayor and Town Council, the Town of Oro Valley, Arizona,this 15TH day of OCTOBER , 2003. TOWN OF ORO VALLEY Paul H. Loomis, Mayor ATTEST: Kath E. Cuvelier, Town Clerk APPROVED AS TO,ORM: f • Mar '. ngl o A orney r`J ORDINANCE NO. (0 04 - 45 AN ORDINANCE OF THE TOWN OF ORO VALLEY, ARIZONA APPROVING AND AUTHORIZING THE ESTABLISHMENT OF AN ORO VALLEY HISTORIC PRESERVATION COMMISSION pursuant to Section 2-4-8, of the Oro Valley Town Code, the Council may delegate WHEREAS, administrative duties row byand through the creation of a board, committee, or commission forth e g benefit of the community; and WHEREAS, the formation of the Historic Preservation Commission ("Commission") shall 1) generate/develop a Historic Preservation Plan; 2) generate/develop a comprehensive Historic Preservation Ordinance for the Town; and 3) adopt rules and procedures thereof; and WHEREAS, the Commission shall be comprised of a minimum of seven (7)members appointed v Council and one member of the Commission shall be the Town Historian; and J NOW, THEREFORE, BE IT ORDAINED BY THE MAYOR AND TOWN COUNCIL OF THE TOWN OF ORO VALLEY: SECTION Valley 1: That the Oro Historic Preservation Commission is hereby created. SECTION 2: That the membershipof the Oro Valley Historic Preservation Commission shall be determined as follows; a. Initial membership shall consist of SEVEN (7) members who shall serve at theP leasure of the Town Council one of who shall be the Town Historian; and b. Be residents of the Town; and c. Demonstrate significant interest in and commitment to the field of historic preservation evidenced by either involvement in a local historic preservation group, current or previous employment or volunteer activity � serious interest in the field; in the field of historic preservation or other ; and d. IfP ossible two members shall be current or previous professionals in the area of architecture, history,planning or archaeology. SECTION Valley 3: That the Oro Historic Preservation Commission scope of duties shall be as follows: a. Development of a Town Historic Preservation Plan; and b. Development of a Comprehensive Historic Preservation Ordinance; and c. Development of the Preservation Commission's Rules and Procedures. CADocuments and Settings'\rgarrity\Local SettinesTcmporary Internet Files\OLKEWmended Ordinance to create Historic Preservation Commission 12-15-04 doe Town of Oro Valley Attorney's Office/ea/120204 (0)04-45 Pat PASSED AND ADOPTED by Mayor and Town Council, the Town of Oro Valley, Arizona, this day of D&c- , 2004. TOWN OF ORO VALLEY Paul H. Loomis, Mayor ATTEST: APPROVED AS • FORM: Ailer:Ardfted-d _ Kathr •• E. Cuvelier, Town Clerk Tobin Sidles, Acting Town Attorney PUBLISH: DAILY TERRITORIAL DECEMBER 28, 29, 30, 31, 2004 POSTED DECEMBER 22 — JANUARY 21, 2005 RG CADocuments and Settingsvearrity\Local Settings\Temporary Internet Filcs\OLKE\Amendcd Ordinance to create Historic Preservation Commission 12-15-04.doc Town of Oro Valley Attorne's OITice'ca'120204 ORDINANCE NO. (0 04 - 45 AN ORDINANCE OF THE TOWN OF ORO VALLEY, ARIZONA APPROVING AND AUTHORIZING THE ESTABLISHMENT OF AN ORO VALLEY HISTORIC PRESERVATION COMMISSION WHEREAS, pursuant to Section 2-4-8, of the Oro Valley Town Code, the Council may delegate • through the creation of a board, committee, or commission for the administrative duties by and g benefit of the community; and WHEREAS, the formation of the Historic Preservation Commission ("Commission") shall 1) generate/develop a Historic Preservation Plan; 2) generate/develop a comprehensive Historic Preservation Ordinance for the Town; and 3) adopt rules and procedures thereof; and WHEREAS, the Commissioncomprised shall be of a minimum of seven (7) members appointed by Council and one member of the Commission shall be the Town Historian; and NOW, THEREFORE, BE IT ORDAINED BY THE MAYOR AND TOWN COUNCIL OF THE TOWN OF ORO VALLEY: SECTION 1: ThatValley the Oro Historic Preservation Commission is hereby created. SECTION 2: That the membershipof the Oro Valley Historic Preservation Commission shall be determined as follows: a. Initial membershipshall consist of SEVEN (7) members who shall serve at theP leasure of the Town Council one of who shall be the Town Historian; and b. Be residents of the Town; and � c. Demonstrate significant interest in and commitment to the field of historic preservation evidenced by either involvement in a local historic preservation group, current or previous employment or volunteer activity interest in the field;in the field of historic preservation or other serious and possible,If two members shall be current or previous professionals in the area of architecture, history,planning or archaeology. SECTION 3: That the Oro ValleyHistoric Preservation Commission scope of duties shall be as follows: a. Development of a Town Historic Preservation Plan; and p b. Development of a Comprehensive Historic Preservation Ordinance; and p c. Development of the Preservation Commission's Rules and Procedures. C:\Docunlents and Settineslrgarrity\Local Settines\Temporary Internet Files'OLKE Amtmded Ordinance to create Historic Preservation Commission 12-15-04.doc Town of Oro Valley Attorney's Ol ice/ca'120204 (0)04-45 P.2 PASSED AND ADOPTED Mayor byMa or and Town Council, the Town of Oro Valley, Arizona, this/6 day of D&c 2004. TOWN OF ORO VALLEY Paul H. Loomis, Mayor ATTEST: APPROVED AS II FORM: Add...4r1AVAei411441( ..V e Kathy 10 E. Cavelier, Town Clerk Tobin Sidles, Acting Town Attorney PUBLISH: DAILY TERRITORIAL DECEMBER 28, 29, 30, 31, 2004 POSTED DECEMBER 22 - JANUARY 21, 2005 RG C•\Documcnts and Scttingsvgarritv\Local Scttings\Tcmporary Internet Files'sOLKE\Arncndcd Ordinance to create Historic Preservation Commission 12-15-04.doc Town of Oro Valley Attorney's Of iicc/ca'120204