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HomeMy WebLinkAboutMinutes - Citizen Corps Council - 2/2/2009 MINUTES ORO VALLEY CITIZEN CORPS COUNCIL SPECIAL SESSION MONDAY, FEBRUARY 2, 2009 KACHINA ROOM 11000 NORTH LA CANADA DRIVE CALL TO ORDER: 5:14 P.M. ROLL CALL PRESENT: Mayor Paul Loomis Dick Tracy, Chair Scott Ingram, Member Jason Larter, Member Todd Jaeger, Member Joyce Horn for Sue Philpot, Member Lexa Mack, Civil Attorney ABSENT: Bill Glore, Member George Blanton, Member Karen Hauca, Member Les Caid, Member(RESIGNED) Stan Weintraub, Member (RESIGNED) Chair Tracy acknowledged two resignations received before the meeting; therefore, five members now represent quorum. 1. APPROVAL OF MINUTES—September 10, 2008 MOTION: Commander Larter MOVED to approve the September 10, 2008 meeting minutes. Mr. Jaeger SECONDED the motion. Motion carried 6-0. 3. UPDATED ON "OLD/NEW BUSINESS" AGENDA ITEMS Catherine Hendrix explained that per open meeting law, the OVCCC could not have a generic agenda item. Each item discussed must be listed on the agenda for public information. 4. REGIONAL CCC REPORT Chair Tracy reported that the Pima County Citizen Corps Council is planning the next annual meeting on October 9-10, 2009. He volunteered Oro Valley to be the host community for the 02/02/09 Minutes,Oro Valley Citizens Corps Council Page 2 of 5 meeting. For venue purposes, he will meet with the general manager at El Conquistador. Pima County CCC will be the monetary host. 5. CITIZEN VOLUNTEER ASSISTANCE PROGRAM (CVAP) / VOLUNTEERS IN POLICE SERVICE (VIPS) REPORT_ No one was available for a report. 6. NEIGHBORHOOD WATCH REPORT No one was available for a report. 7. CERT REPORT No one was available for a report. 8. FIRE CORPS REPORT No one was available for a report. 9. MEDICAL RESERVE CORPS (MRC) REPORT Ms. Horn noted that she and Sue Philpot are members of the Disaster Medical Assistance Team (DMAT), which was separate from the MRC. She has not received and update from their MRC representative. 10. DISCUSSION AND POSSIBLE ACTION REGARDING OVCCC NEWSLETTER MAILER Commander Larter reminded the board that it had been a few years since the first newsletter was mailed. Cassidy Sumpter updated the newsletter information such as phone numbers, e-mail, and web addresses. To step up the prevention measures of OVCCC, an updated newsletter should be mailed to every resident within the Town. The OVCCC budget is $1,000.00; however, to print and mail the newsletter would cost $3,300.00. Members suggested cheaper mailing routes such as through the water bill or the Vista. MOTION: Commander Larter MOVED to contact Mary Davis for the possibility of having the Oro Valley Citizen Corps Emergency Preparation Guide be inserted and distributed in the Vista. Mr. Jaeger SECONDED the motion. 02/02/09 Minutes,Oro Valley Citizens Corps Council Page 3 of 5 Mayor Loomis suggested the additional cost and funding information be reported back to the OVCCC at the next meeting. Mr. Jaeger offered to get a printing estimate from the Amphitheater School District. Chair Tracy suggested that if the newsletter will be inserted into the Vista, the mail block could be removed and more information be placed in that space. MOTION carried 6-0. 11. DISCUSSION AND POSSIBLE ACTION REGARDING MATERIALS MADE AVAILABLE AT THE 6TH ANNUAL SOUTHERN ARIZONA REGION 5 CITIZEN CORPS COUNCIL Chair Tracey wanted to ensure each member had the materials and passed out remaining copies to Mr. Jaeger, Ms. Mack, and Ms. Sumpter. 13. DISCUSSION AND POSSIBLE ACTION REGARDING STORM READY SIGNS Commander Larter recalled when the Town became Storm Ready Certified; the Town received two Storm Ready signs, which have been misplaced. Council Member Garner researched the signs and the costs are $35.00 each plus shipping and handling for each sign. It is Council Member Garner intent to have two signs purchased and have the signs installed at the north and south entrance signs of the Town and possibly a third on Tangerine. MOTION: Mr. Ingram MOVED to purchase three Storm Ready signs and authorize Public Works Department to install the signs at the Town entrances. Ms. Horn SECONDED the motion. Motion carried 6-0. 14. DISCUSSION REGARDING EACH MEMBER HAVING AN ALTERNATE DESIGNEE WITH VOTING RIGHTS Chair Tracy was concerned about the lack of quorum and wanted to establish a proxy for each member who can vote in the original member's absence and would have to be appointed by the Mayor. Mayor Loomis predicted the OVCCC would have certain representatives from certain groups and then have the Town Council appoint additional citizen members. He noted that the Town Council appointed members would not have proxies. Commander Larter asked if it would skew the process if the designees were not appointed by the Mayor. I I I 02/02/09 Minutes,Oro Valley Citizens Corps Council Page 4 of 5 Mayor Loomis suggested the member does not have to have appointed person as a substitute, such as the Town Manager can substitute for the Mayor. He also pointed out that you want someone with expertise, not just a person to vote. 15. DISCUSSION AND POSSIBLE ACTION INITIATING OVCCC BYLAWS Chair Tracy stated with a new council structure, it would be a good idea to wait on drafting the bylaws. Commander Larter stated that the OVCCC could create the proxy member rule and can have that rule built into the new bylaws. Ms. Mack wanted clarification that the OVCCC wanted to create bylaws and not have it as part of the Town Code. Mayor Loomis would like to see the minimum requirements for a quorum in the bylaws. MOTION: Commander Larter MOVED to prepare a first draft of the OVCCC bylaws with the help of Ms. Sumpter and Ms. Hendrix to bring forth at the next OVCCC meeting. Ms. Horn SECONDED the motion. Chair Tracy wanted to wait for the new structure before drafting the bylaws. Mayor Loomis noted the new structure might not be applicable until July 2009. Ms. Mack advised that the "meat" of the bylaws might not change. Motion carried 6-0. 12. DISCUSSION AND POSSIBLE ACTION REGARDING PLACEMENT OF THE CITIZEN CORPS COUNCIL SUBWEB WITHIN THE ORO VALLEY WEBSITE Item 12 was moved for the March 11, 2009 meeting. 2. ANNOUNCEMENT OF NEW CHAIR RICHARD J. TRACY Chair Tracy noted that Mayor Loomis had appointed him as the new chair. ADJOURNMENT: The next meeting is scheduled for Wednesday, March 11, 2009 at 5:00 P.M. in the Training Room at the Police Department. 1 y 02/02/09 Minutes,Oro Valley Citizens Corps Council Page 5 of 5 MOTION: Commander Larter MOVED to adjourn the meeting at 5:51 p.m. Mr. Jaeger SECONDED the motion. Motion carried 6-0. Prepared by: .11111/41. a); Catherine Hendrix Office Specialist