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Home My WebLink AboutMinutes - Government Review Task Force - 4/16/2001 TOWN OF ORO VALLEY GOVERNMENT REVIEW TASK FORCE MEETING MINUTES APRIL 16, 2001 • A Special Meeting of the Government Review Task Force was called to order by Vice-Chairman Kriegh at 4:39 p.m. • ATTENDANCE: • Chairman Paul Loomis [arrived at 4:45 p.m.] • Vice-Chairman Jim Kriegh • Marilyn Cook • Don Dvorak • Richard Feinberg • Larry Holden [excused] • Susan Baczkiewicz • Kathi Cuvelier [arrived at 4:45 p.m.] • Dan Dudley [arrived at 4:50 p.m.] • APPROVAL OF MINUTES. Don Dvorak motioned for approval of the April 9, 2001 meeting minutes. Seconded by Marilyn Cook. Motion carried 4-0. • COUNICL POLICIESIPROCEDURES. Vice-Chairman Kriegh opened the discussion concerning the revised draft of the Council Policies/ Procedures. • § 1.1(C) — should read Town Council Policies • § 1.1(D) — should read Town Standard Operating Procedures • § 1.2(B) — Don Dvorak mentioned that the Departmental Liaison is presumed to have knowledge of parliamentary procedure. • § 2.1 — deleted the last sentence. • § 2.3 — Don Dvorak was concerned that meeting attendance may occur by technological devices. Marilyn Cook thought a definition of such devices was necessary and whether such attendance was appropriate. Vice- Chairman Kriegh asked if a "social gathering" should be listed as a type of Town Council meetings. In the second sentence, "or Departmental Liaison" was deleted. The last sentence should read, "The types of Town Council meetings are as follows:" • § 2.8 — this provision should read, "A quorum is the minimum number of members of the Public Body that must be present in order for business to be legally transacted. A) Quorum. A quorum is the simple majority of the total number of authorized members. With a five-member body, a quorum is three members. With a seven-member body, a quorum is four members. B) Posting of Notice of Quorum. A notice of quorum is a notice informing the public that a possibility of a majority of the Council may be present at an upcoming social event and/or any other function." F:\Govt Task Force\Minutes 041601 1 • § 2.9 —this provision should read, "A resolution is generally used for Council action on special or temporary matters or for any other purpose except where an ordinance is required by law. A resolution is less solemn and less formal than an ordinance and is frequently used to exercise the Council's legislative power as it proposes to resolve general policy issues, give direction, and to express the intent of public policy of the Town. The resolution, in addition to being referenced by number and brief title in the Minutes, will be recorded as provided by law and maintained in numerical sequence as a permanent record of the Town. The effective date of a resolution shall be provided by law." • § 2.10 —deleted • § 3.2 — title is renamed as "Suspension of Rules." The word "strict" was deleted, and all references to "rules" should refer to "Council Policies & Procedures." • § 4.1(A) —the last sentence should read, "These meetings may provide for `Citizen Comments/Appearances from the Floor,' as determined by the Presiding Officer or the majority of the Council Members present." • § 4.1(B) — deleted the last sentence. • § 4.3(B) —the last sentence should read, "These meetings may provide for `Citizen Comments/Appearances from the Floor,' as determined by the Presiding Officer or the majority of the Council Members present." • § 4.4(A) —this provision read as follows, "Study Sessions offer the Council an opportunity to study items in an informal manner, since no action may be taken during such meeting. Such meeting shall be held at the call of the Mayor or the call of three or more Council Members. In the absence of having a quorum, a Study Session shall be declared a Sub-Committee meeting of the Council, and shall continue to follow all state laws and the Council Policies & Procedures." • § 4.5(A) —the last sentence should read, "The Town may hold an Executive Session in accordance with ARS § 38-431.03(A) for such purposes, but not limited to, personnel issues concerning public officers, consideration of inspection of public records, and legal advice by the Town Attorney." • § 4.5(B) — in the second sentence, delete "as necessary" text, and delete the last sentence. • § 4.5(C) — the last sentence should read, "...at an Executive Session of the Town, and upon being presented with a court order." • § 4.6 — the last sentence should read, "These meetings may provide for `Citizen Comments/Appearances from the Floor,' as determined by the Presiding Officer or the majority of the Council Members present." • § 4.7(B) —deleted "or photographed" text. • § 4.8(B) —the first sentence should read, "Written Synopsis Minutes, instead of Verbatim Minutes, shall be taken...and kept on file in the Office of the Town Clerk." • § 5.1(B) — in the first sentence, "in the Town Hall Courtyard" should read, "at the Town Hall Courtyard." F:\Govt Task Force\Minutes 041601 2 • § 5.2(A) — in the last sentence, delete "the Friday" text." • § 5.2(B) —the second sentence should read, "All items requiring prior legal review shall be submitted to the Town Attorney on or about fourteen (14) days prior to submission to the Town Clerk's office." • § 5.2(D) — Marilyn Cook asked for clarification of whether or not "call to the audience" is needed to be listed twice. • § 6.1 — in the first sentence, delete "strict" text. • § 6.1(B) -this provision should read, "In the event of unruly behavior of any member of the public or of the Council, as determined by the Mayor or raised by a Council Member in a Point of Order, the Mayor or in the Mayor's refusal, the Council, shall issue a verbal warning that such continued unruly behavior may result in removal from the meeting. A second verbal warning may result in removal of the offender from the meeting. The Mayor or in the Mayor's refusal, the Council, may have the Sergeant-at-Arms remove the person from the meeting room until such time as the person agrees and publicly acknowledges to the Mayor that there will be no further disturbances. If a person makes the public acknowledgment, they may be allowed to return to the meeting." • § 7.1 — in the first sentence, delete the parenthesis • § 8.3 — in the first sentence, delete "may" and replace with "shall" text. • § 8.8 —Town Attorney to verify. • § 9.1(C) —the third sentence should be deleted, and the last sentence should read, "....to permit the Council and public to view the exhibit." • NEXT MEETING(s). • SPECIAL: Chairman Loomis declared the next Special meeting date on Monday, ApriliM �: �.4 . .� : � re regarding the "second draft" of t h e Council Policies/Procedures where all revisions made by the GRTF have been incorporated and highlighted for final review. • REGULAR: Chairman Loomis confirmed the next regular meeting date of Monday, .Aprilgik: g.igrArp :g ' i That u comin agenda will cover t h e following: • Approval of April 16, 2001 Minutes • Discussion of the Appointments to Boards/Commissions • Discussion of the draft Application • New Business • Discussion of Next Meeting/Agenda ADJOURNMENT. Don Dvorak moved to adjourn at 7:07 p.m. Seconded by Marilyn Cook. Motion carried 4-0. RESPECTFULLY SUBMITTED, TOWN OF ORO VALLEY e' . :aczki- cz ivil Paralegal F:\Govt Task Force\Minutes 041601 3