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HomeMy WebLinkAboutMinutes - Government Review Task Force - 5/11/2000 TOWN OF ORO VALLEY GOVERNMENT REVIEW TASK FORCE MEETING MINUTES MAY 1 1 , 2000 • First Government Review Task Force meeting. • ORIENTATION/Introductions: • Chairman Paul Loomis • Richard Feinberg • Marilyn Cook • Don Dvorak • Susan Baczkiewicz • Dan Dudley • Jim Kriegh • Roxana Garrity • Kathi Cuvelier • Joe "Larry" Holden [absent] • RULES OF PROCEDURE. The GTF is to review the Town's current procedures and evaluate if they are still applicable in light of the Town's growth. The GTF is to make recommendations to the Council. According to the Chairman, the Town still wants "small town" services with "small town" character. • ELECTION OF VICE CHAIR. Jim Kriegh was named Vice-Chairman. Motion passed 3-0. • SCHEDULE. The GTF Rules should be reviewed and approved at the next meeting. Specifically, Section 3.1 should be reviewed/revised to show 2nd/4th Thursday instead of 2nd/4th Wednesday. The Chairman is not opposed to members occasionally missing meetings since some members have planned summer vacations. K. Cuvelier recommended that the members call her to advise her of their schedules. The Chairman explained the importance of a quorum and the need to notify the GTF in advance if a "Special Meeting" is needed. • SCOPE OF WORK. The Chairman advised that the issues to be reviewed by the GTF are highly political in nature. The GTF was formed to make recommendations to the Council since the Council could not reach a consensus regarding certain issues. • APPOINTMENT TO BOARDS/COMMITTEES. Currently, the Town advertises for an opening. The Council and Town Manager review the applications. Based upon qualifications, interviews are scheduled with the Council liaison [Department Head], Cmte Chairman, and staff liaison. Appointments to a Board/Committee are made by Council, based upon recommendations by the Council liaison. F:\Susan\Govt Task Force\Minutes 051100 1 • The issue is whether the appointments are `stacked' from a Council member's point of view. The GTF is to consider whether each Council member should appoint a member to a board/cmte, policies of other towns, and whether there is a better policy. The Vice-Chairman explained that the concern from Town residents is whether the appointments are politically charged. • Terms are staggered and there is currently no cap regarding time served on a board/committee. The GTF to review whether a cap is necessary. • VICE MAYOR. Historically, the selection/appointment of the Vice-Mayor has been by the Council. • The GTF to review whether the Vice-Mayor should be rotated from among the Council members. • COUNCIL POLICIES/PROCEDURES. The most critical task of the GTF is to review the various policies, such as how the Mayor dominates/ controls the agenda; how a Chair controls a meeting; how items are placed on the agenda; how/why controversial agenda items may be deflected/reconsidered; and the need for Study Sessions. • The Council `standard operating procedures' will be supplemented into the GTF notebook. • ADVISORY BOARDS. The Chairman noted that there may be a lack of direction and lack of understanding of what the Advisory Board can and can not do. • The GTF is to review whether there are ways for the Advisory Boards to do a better job. • The Vice-Chairman mentioned that if any/all board/cmte members are unclear of the rules of procedure, perhaps a review session should be conducted to all members. • 5-7 MEMBERSHIP. The number of Council members depends upon the Town's population. • The GTF is to review whether the Town would be better served with 7 Council members since the Town has the appropriate population. • Discussion of wards, what constitutes a town versus a city, and what constitutes a town versus a charter city. • PRESENTATION. K. Cuvelier reviewed the notebook contents. The orientation portion contains the usual packet of materials given to board/ committee members. • D. Dudley explained the Open Meeting Law policies and stated that the Open Meeting Laws would prevent the GTF members from making decisions while not in a properly noticed, public meeting. GTF members can not 'brain-storm' amongst themselves, which would include telephone conversations and e-mail communications. A Study Session is the lawful means to `brain-storm.' • K. Cuvelier will make an effort to post notices to the meetings at least 48 hours prior to the meetings in order to allow sufficient notice to members of the public. F:\Susan\Govt Task Force\Minutes 051100 2 • D. Dudley also explained the issues surrounding the Conflict of Interest Law of which would involve an immediate opportunity for any pecuniary interest, to a GTF member or their immediate family, to substantially profit from a decision/recommendation by the GTF. The GTF member must disclose any conflict as soon as it is made known to him. • ASSIGNMENT. K. Cuvelier will provide the GTF members with an information sheet of the upcoming meetings, in particular, to the Town Council, P&Z, DRB, Water Utility, and Parks & Rec. • NEXT MEETING. The Chairman declared the next meeting date as May 25, 2000, at 4:30 p.m. The upcoming agenda will cover the following: • Adoption of the GTF Rules of Procedure [to include set meeting dates] • Establishment of sub-committees • Discussion of general meeting outline • Assignment of primary tasks • D. Dudley to obtain materials applicable from Paradise Valley, since the Town was modeled after them. • ADJOURNMENT. The Chairman motioned for adjournment at 6:25 p.m. D. Dvorak seconded the Motion. RESPECTFULLY SUBMITTED this 22nd day of May, 2000. TOWN OF ORO VALLEY Susan I. Baczkiewicz Civil Paralegal F:\Susan\Govt Task Force\Minutes 051100 3 TOWN OF ORO VALLEY GOVERNMENT REVIEW TASK FORCE RULES 1. SCOPE OF WORK 1.1 The Town of Oro Valley Government Review Task Force shall provide recommendations to the Town Council, based upon research and observation, of the following: 1.1.1 Appointments to Boards, Commissions, and Committees 1.1.2 Vice Mayor Selection Policy 1.1.3 Town Council Policies & Procedures 1.1.4 Advisory Board Rules Review 1.1.5 Increasing Council Membership from 5 to 7 Members 2. ORGANIZATION 2.1 MEMBERSHIP; TERM OF OFFICE The Town of Oro Valley Government Review Task Force is composed of a total of five members who are residents of the Town, but not employees of the Town. The members are appointed by the Council and hold office at its pleasure for a term of six (6) months. The term ends October 19, 2000. 2.2 OFFICERS The Mayor serves as Chairman of the Town of Oro Valley Government Review Task Force and is a non-voting member. The Chairman presides at all meetings and can exercise all the usual rights, duties, and prerogatives of the head of any similar organization. The Chairman is also the official spokesperson for the Task Force. A Vice-Chairman may be elected from among the members and shall perform the duties of the Chairman in the absence or disability of the Chairman. If both Chairman and Vice-Chairman are absent from a meeting, the members of the Task Force shall elect a temporary chairman. GRTF Rules 1 Office of the Oro Valley Town Attorney/SIB 3. MEETINGS 3.1 REGULAR MEETINGS Meetings of the Town of Oro Valley Government Review Task Force shall be held at the Oro Valley Town Hall on the second (2"d) and fourth (4th) Thursday of the month at 4:30 P.M., and shall be duly noticed in accordance with State law. If it is necessary to change the meeting, a notice of such change shall be posted at the official Town posting areas. 3.2 SPECIAL MEETINGS Special meetings for good cause may be held by Town of Oro Valley Government Review Task Force on call of its Chairman or of a quorum of members, which call shall be filed with the Town Clerk, or as may be scheduled by a majority of the members at any previous meeting. 3.3 PUBLIC MEETINGS All meetings of the Town of Oro Valley Government Review Task Force, except Executive Sessions, shall be open to the public. Any action calling for a formal vote shall take place only at a public meeting. 4. QUORUM AND VOTING A majority of the voting members of the Town of Oro Valley Government Review Task Force shall constitute a quorum. The affirmative vote of a majority of the members voting shall be required for passage of any matter before the Town of Oro Valley Government Review Task Force. The minutes of the meetings shall reflect the "ayes" and "nays" cast on a particular measure and shall reflect the vote of each member present or if absent, or if failing to vote, shall indicate that fact. If a member declares a conflict of interest relative to a particular issue, the member will abstain both from voting and from the deliberations of the matter in question. If a quorum is not present at a regular or special meeting, such meeting will automatically be continued to the next regularly scheduled session or such other specifically scheduled time. GRTF Rules 2 Office of the Oro Valley Town Attorney/SIB 5. DOCUMENTATION 5.1 OFFICIAL RECORDS The official records shall include the Town of Oro Valley Government Review Task Force Rules of Procedure, Minutes of the Task Force, together with all findings, decisions, and other official actions and records. 5.2 CORRESPONDENCE All correspondence shall be generated from the Chairman, on Town letterhead, with a review signature line for the Town Manager. In the absence of the Town Manager, the review signature line shall be for the Town Clerk. 6. RETENTION OF FILES All records of the Town of Oro Valley Government Review Task Force shall be kept on file with the Town Clerk as required by the Town's Record Retention Policy. 7. RULES The published rules of the Town Council shall apply in any instance not otherwise covered in these Rules. APPROVED by the Town of Oro Valley Government Review Task Force on this 25th day of May , 2000. :1 :, , Chairman GRTF Rules 3 Office of the Oro Valley Town Attorney/SIB