Loading...
HomeMy WebLinkAboutPackets - Council Packets (1036) AGENDA ORO VALLEY TOWN COUNCIL STUDY SESSION NOVEMBER 7, 2005 ORO VALLEY COMMUNITY DEVELOPMENT— HOPI ROOM 11,000 N. LA CANADA DRIVE STUDY SESSION: AT OR AFTER 5:30 P.M. CALL TO ORDER: 5:30 P.M. ROLL CALL 1 . DISCUSSION OF PROCEDURES REGARDING EVALUATION OF COUNCIL APPOINTED TOWN STAFF POSITIONS 2. DISCUSSION REGARDING PROPOSED TOWN COUNCIL POLICY - RESPONSES TO CONSTITUENTS 3. DISCUSSION OF TOWN COUNCIL CONSENT AGENDA PROCESS ADJOURNMENT 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 Oro Valley Town Clerk at least five days prior to the meeting, at 229-4700 or TDY#229-4900. POSTED: 11/02/05 4:30 p.m. Ih TOWN OF ORO VALLEY COUNCIL COMMUNICATION STUDY SESSION: November 7, 2005 TO: HONORABLE MAYOR & TOWN COUNCIL FROM: Chuck Sweet, Town Manager SUBJ: DISCUSSION REGARDING PROCEDURES FOR EVALUATION OF COUNCIL-APPOINTED STAFF SUMMARY: This Study Session agenda item is a continued topic from the Town Council Annual Retreat held on October 1st 2005. At the retreat the following Town Council appointed positions were discussed and based upon State Law, Town Code and previous practice, it was suggested that these positions be evaluated on an annual basis as follows: Evaluated by Mayor and Council Town Manager Town Attorney Magistrate Evaluated by Mayor, Council & Town Manager Town Engineer Town Clerk Police Chief Tonight's agenda item is scheduled to discuss this process further and receive any additional direction from Town Council about formalizing this Performance Review process for these Town Council appointed positions. Attached are the Minutes from the Council Retreat as well as an organizational chart that reflects the direct and in-direct relationship of Town staff with the Mayor & Council and Town Manager. ATTACHMENT: 1) Minutes from October 1, 2005 Council Retreat 2) Town Organization Chart /IF r C__ , 404-- „„ Chuck Sweet, Town Manager A DRAFT ORO VALLEY TOWN COUNCIL RETREAT OCTOBER 1, 2005 Oro Valley Town Council Chambers 11000 N. La Canada Drive Oro Valley, Arizona COUNCIL RETREAT AT OR AFTER 10:00 AM Call to Order: 10:00 a.m. Present: Paul Loomis, Mayor Barry Gillaspie, Vice Mayor Paula Abbott, Council Member(arrived at 10:12 a.m.) K.C. Carter, Council Member Conny Culver, Council Member Helen Dankwerth, Council Member Terry Parish, Council Member Staff Present: Bob Kovitz, Governmental & Community Relations Administrator Chuck Sweet, Town Manager David Andrews, Assistant Town Manager Melinda Garrahan, Town Attorney Kathryn Cuvel i er, Town Clerk DISCUSS ACCOMPLISHMENTS FROM COUNCIL RETREAT 2004 TO THE PRESENT In addition to the items listed below, the Mayor and Council reviewed their list of accomplishments from Council Retreat 2004 to present. General Plan Economic Development/Financial Stability Annexations Town Attorney Naranja Townsite Funding Oro Valley Library Extension Town Engineer Water Utility Director Street Projects Mayor Loomis • Bringing reclaimed water to Oro Valley. Council Member Culver • Formation of the Historic Preservation Commission 411 Council Member Carter 10/01/05 Oro Valley Town Council 2005 Study Session/Retreat 2 • Interior work of library almost completed. 110 • Project Graduation Program. Council Member Dankwerth • Co uncil Member Culver brought forward medical reform proposals that affect the lives in Oro Valley and other areas. Council Member Abbott • Working to preserve Hohokam area and Steam Pump Ranch. MAYOR AND COUNCIL: DISCUSSION REGARDING COUNCIL OPERATIONAL POLICIES AND PROCEDURES, ROLES AND RESPONSIBILITIES OF MAYOR AND COUNCIL MEMBERS, AND COMMUNICATIONS BY AND TO COUNCIL Council Member Parish brought up the importance of working together and building consensus among the Council. He asked Council to think about methods of building consensus to make decisions more quickly and help decrease the number of continuances that occur at Council meetings. Discussion followed regarding: • The importance of Council communicating with each other while staying within the constraints of the Arizona Open Meeting Law. • Clarifying the open meeting law and responding to constituents. • Handling constituent requests through one source rather than seven different sources. • Working through the Manager's Office to eliminate duplication of staff work. g • Possibly setting up a "reading file" for Council to help disseminate information and incoming/outgoing communications. • Respect of Council Members toward each other by fully understanding issues; attending all meetings and arriving on time. • Eliminating last minute items submitted to the Council on the day of a Council meeting by adhering to Policy 8.6 of Council Parliamentary Rules of submitting written communications to the Town Clerk related to an agenda item not submitted in the Council's meeting packet three (3) full working days in advance of the Council meeting, and delivering these documents to the Town Council two (2) full working days in advance of the Council meeting. • The Council/Manager form of government and the difference between operational issues and policy issues. • Importance of Council sharing knowledge with each other and the Manager to keep each other informed on issues. • Okay to meet with developers individually on different days, but could be problematic if having "rolling meetings" that is—meeting individually all in one afternoon. Attorney General could ask why Council members could not have met together at the same time. 1110 • Individual meetings are for the purpose of receiving information only. 10/01/05 Oro Valley Town Council 2005 Study Session/Retreat 3 • Council members must be extremely cautious about giving opinions during these informational meetings. A recess was called at 11:55 a.m. Meeting resumed at 12:05 p.m. Procedures for evaluatingTown Staff that reports to the Town Council Performance Based evaluations. Evaluate by Council Evaluate by Town Manager & Council Town Manager Town Engineer g Town Attorney Chief of Police Magistrate Town Clerk provide was to asked the following information at a future study session: Appointed vs. hired positions and how provide evaluations. What criteria are used? Council Travel & Training Policy and Procedures followed regarding the process of traveling out of state and that some council Discussiong g members are requesting mileage reimbursement for travel within Pima County while q g others are not. It was the consensus of the group that it would be fair for council • q members to request reimbursement for mileage traveled for town related business within Pima County as well as out of town travel. Responses to constituents The Mayor and Council members discussed the importance of answering constituent questions and concerns, but to first check on the status of the issue with the Town Manager's Office. It is important to determine if it is an operational issue or a policy issue. This will be discussed at a future study session. Methods for improving Council's ability to react more quickly to the ever changing P g needs of the Town (need to develop a process, as a whole, on how to react to items on short notice, i.e. Tohono O'Odham Nation grant proposition for Honeybee. The Mayor and Council asked the Town Manager to present a recommended Standard Operating Procedure addressing the ability to react quickly to issues such as submitting grant applications and then receive Council ratification at the next Council meeting. g Town Manager Chuck Sweet will present a proposed S.O.P. at a future study session. • 10/01/05/05 Oro Valley Town Council 2005 Study Session/Retreat 4 BOARDS, COMMISSIONS & COUNCIL LIAISONS Discussion followedregarding re and ing the Town's current process for appointing members, and if any changes to that process should be made. The Board/Commission reared by Town Attorney Melinda Garrahan for appointed Draft Agreement prepared Board/Commission members to agree to when they are appointed, was reviewed and . The importance of Board/Commission members making recommendations to discussed. p the Town Council to helpTown Council make decisions was also discussed. It was discussed that once the Council makes its decision, then the Board/Commission members should be supportive of the Mayor and Council adopted policies. It was discussed that it was okay for Board/Commission members to personally disagree with a Council decision, but the decision should not be undercut by Board/Commission members serving in their official positions. Town Attorney Melinda Garrahan was asked to bring back the proposed Board/Commission Agreement for consideration and possible adoption in the future. Selection of liaison appointments-change every 6-months-eliminate used politically. It was discussed that if the Mayor and Council decide to make their own appointments to Board/Commissions this would eliminate the need for Council liaisons and would make the Board/Commission member more accountable. However, there may still be a special • requirement for a liaison depending on the Board or Commission. Council asked that this topic be discussed at a future study session. It was discussed that Council liaison positions may be obsolete. Staff was asked to continue this topic to a Study Session along with the topic of Board/Commission appointments and that letters be sent to all chairs that have a liaison to get feedback on whether or not there is value in having a Council liaison. Mayor Loomis called a recess at 3:20 p.m. Meeting resumed at 3:30 p.m. MEETINGS Some suggestions for shortening the length of Town Council meetings included: • Agenda committee adds time estimates next to each item on the Agenda. • Raise a flag when ready to vote like they do at the League of Arizona Cities and Towns Resolution Committee meetings (at the discretion of the Chair). • Mayor and Council studying the packet materials and coming prepared to each meeting. • Limit debate. • Place everything with the exception of mandatory public hearings on the Consent Agenda. (Staff will come back with a proposal). 10/01/05 Oro Valley Town Council 2005 Study Session/Retreat 5 • To ensurepublic participation, regular Council meetings will always start at 7:00 p p p.m. It wasp ointed out that Staff reports are now available on the Town's website. Section 8.6 of the Town Council Parliamentary Rules & Procedures and Code of Conduct for Inputnon-public at non- ublic hearings was discussed and it was felt that the policy is sufficient as written. PUBLIC RELATIONS • The Town Newsletter is scheduled to go out January 2006 and will be sent to all Oro Valley Postal Customers on a bi-monthly basis. • Getp ress releases issued with just the facts to help get out ahead of misinformation and rumors that circulate throughout the Town. • Pro-actively communicate with Oro Valley citizens on what the town is doing. • Limited support from local media. • Possibly having a Manager's blog for the public to participate in or an email subscription to the Town Manager. ANNEXATIONS • Annexation checklist— guide and quality assurance tool to make sure follow state 41/ law. • Pre-annexation agreements—reassure property owners regarding what Town is required to do by statute. Sometimes property owners want more than what we can do by law. • Continue using pre-annexation agreements on a case by case basis. • Economic Development Agreements (EDA) are an hot item at the State Legislature—new laws being proposed that will impact EDA's. • More detailed discussion on EDA's in the future. WHERE ARE WE GOING Priorities: Mayor Loomis & Council Member Carter - CAP Plan. Council Member Culver - educate on water, conservation and water management. Council Member Dankwerth— 1) water issue— enact water conservation measures for properties. Work with SAHBA and developers on water conservation. 2) Annexation of state land. Council Member Parish— 1) Use modeling to update Strategic Plan and run the Town • from a long term perspective, updating the plan on a regular basis. 2) Our level of 10/01/05 Oro Valley Town Council 2005 Study Session/Retreat 6 protection and level of service needs to be addressed due to the Town's growth. 3) Develop grants (Homeland Security Grants). Vice Mayor Gillaspie— 1) Council needs to have the courage to get a handle on the y p Town's economic future and how we are running the Town. Get these economic issues in front of the citizens. 2) Clarify position of ownership of riparian and open space in neighborhoods. HOA's manage vs. Town—open or preserved? Council Member Carter—Plan for future facilities needed in the Town. Council Member Abbott— 1) position on API and Parks & Recreation 2) Tribal relationships 3) Alternative energy. Town Manager Chuck Sweet stated economic modeling is tied to water and the Town must reach safe yield in 2025. He mentioned that Water Utility Director Philip Saletta willg ive a briefing on water issues in a joint study session with the Water Utility Commission in October. ADJOURNMENT Meeting adjourned at 4:50 p.m. Respectfully submitted, 410Kathryn E. Cuvelier, CMC Town Clerk TOWN OF ORO VALLEY L COUNCIL COMMUNICATION STUDY SESSION: November 7, 2005 TO: HONORABLE MAYOR & TOWN COUNCIL FROM: Chuck Sweet, Town Manager SUBJ: DISCUSSION REGARDING PROCEDURES FOR MAYOR & COUNCIL RESPONSES TO CONSTITUENTS SUMMARY: In an effort to respond in a timely manner to constituent letters or Council-wide E-Mails, a proposed policy is attached for review and discussion. On October 1, 2005 at the Council Retreat, the Council discussed the importance of determining whether the issue raised by a constituent is operational in nature or a policy issue. Clarifying the type of issue presented to Mayor & Council will assure an appropriate and timely response. Attached are the Minutes from the Council Retreat as well as a proposed Standard Operation Procedure to handle responses to constituents by Mayor & Council. ATTACHMENT: 1) Minutes from October 1, 2005 Council Retreat 2) Excerpt from Oro Valley Town Code § 3-2-1 (I) Council to Act through Manager 3) Proposed Town Council Policy .4J uck Sweet, Town Manager a a M DRAFT ORO VALLEY TOWN COUNCIL RETREAT OCTOBER 1, 2005 Oro Valley Town Council Chambers 11000 N. La Canada Drive Oro Valley,Arizona COUNCIL RETREAT AT OR AFTER 10:00 AM Call to Order: 10:00 a.m. Present: Paul Loomis, Mayor Barry Gillaspie, Vice Mayor Paula Abbott, Council Member (arrived at 10:12 a.m.) K.C. Carter, Council Member Conny Culver, Council Member Helen Dankwerth, Council Member Terry Parish, Council Member Staff Present: Bob Kovitz, Governmental & Community Relations Administrator Chuck Sweet, Town Manager David Andrews, Assistant Town Manager • Melinda Garrahan, Town Attorney Kathryn Cuvelier, Town Clerk DISCUSS ACCOMPLISHMENTS FROM COUNCIL RETREAT 2004 TO THE PRESENT In addition to the items listed below, the Mayor and Council reviewed their list of accomplishments from Council Retreat 2004 to present. General Plan Economic Development/Financial Stability Annexations Town Attorney Naranja Townsite Funding Oro Valley Library Extension Town Engineer Water Utility Director Street Projects Mayor Loomis • Bringing reclaimed water to Oro Valley. Council Member Culver • Formation of the Historic Preservation Commission Council Member Carter 10/01/05 Oro Valley Town Council 2005 Study Session/Retreat 2 • Interior work of library almost completed. • • Project Graduation Program. Council Member Dankwerth • Council Member Culver brought forward medical reform proposals that affect the lives in Oro Valley and other areas. Council Member Abbott • Working to preserve Hohokam area and Steam Pump Ranch. MAYOR AND COUNCIL: DISCUSSION REGARDING COUNCIL OPERATIONAL POLICIES AND PROCEDURES, ROLES AND RESPONSIBILITIES OF MAYOR AND COUNCIL MEMBERS, AND COMMUNICATIONS BY AND TO COUNCIL Council Member Parish brought up the importance of working together and building consensus among the Council. He asked Council to think about methods of building consensus to make decisions more quickly and help decrease the number of continuances that occur at Council meetings. Discussion followed regarding: • The importance of Council communicating with each other while staying within the constraints of the Arizona Open Meeting Law. • • Clarifying the open meeting law and responding to constituents. • Handling constituent requests through one source rather than seven different sources. • Working through the Manager's Office to eliminate duplication of staff work. • Possibly setting up a "reading file" for Council to help disseminate information and incoming/outgoing communications. • Respect of Council Members toward each other by fully understanding issues; attending all meetings and arriving on time. • Eliminating last minute items submitted to the Council on the day of a Council meeting by adhering to Policy 8.6 of Council Parliamentary Rules of submitting written communications to the Town Clerk related to an agenda item not submitted in the Council's meeting packet three (3) full working days in advance of the Council meeting, and delivering these documents to the Town Council two (2) full working days in advance of the Council meeting. • The Council/Manager form of government and the difference between operational issues and policy issues. • Importance of Council sharing knowledge with each other and the Manager to keep each other informed on issues. • Okayto meet with developers individually on different days, but could be problematic if having "rolling meetings" that is—meeting individually all in one afternoon. Attorney General could ask why Council members could not have met together at the same time. • • Individual meetings are for the purpose of receiving information only. 10/01/05 Oro Valley Town Council 2005 Study Session/Retreat 3 110 • Council members must be extremely cautious about giving opinions during these informational meetings. A recess was called at 11:55 a.m. Meeting resumed at 12:05 p.m. Procedures for evaluating Town Staff that reports to the Town Council Performance Based evaluations. Evaluate by Council Evaluate by Town Manager & Council Town Manager Town Engineer Town Attorney Chief of Police Magistrate Town Clerk Staff was asked to provide the following information at a future study session: Appointed vs. hired positions and how provide evaluations. What criteria are used? Council Travel & Training Policy and Procedures Discussion followed regarding the process of traveling out of state and that some council members are requesting mileage reimbursement for travel within Pima County while others are not. It was the consensus of the group that it would be fair for council 41111 members to request reimbursement for mileage traveled for town related business within Pima County as well as out of town travel. Responses to constituents The Mayor and Council members discussed the importance of answering constituent questions and concerns, but to first check on the status of the issue with the Town ' operational issue ora policy Office. It is important to determine if it is an p y issue. This will be discussed at a future study session. Methods for improving Council's ability to react more quickly to the ever changing needs of the Town (need to develop a process, as a whole, on how to react to items on short notice, i.e. Tohono O'Odham Nation grant proposition for Honeybee. The Mayor and Council asked the Town Manager to present a recommended Standard y Operating Procedure addressing the ability to react quickly to issues such as submitting p grant applications and then receive Council ratification at the next Council meeting. Town Manager Chuck Sweet will present a proposed S.O.P. at a future study session. • 10/01/05 Oro Valley Town Council 2005 Study Session/Retreat 4 BOARDS, COMMISSIONS & COUNCIL LIAISONS Discussion followed regarding the Town's current process for appointing Board/Commission members, and if any changes to that process should be made. The Draft Agreement prepared by Town Attorney Melinda Garrahan for appointed Board/Commission members to agree to when they are appointed, was reviewed and discussed. The importance of Board/Commission members making recommendations to the Town Council to help Town Council make decisions was also discussed. It was discussed that once the Council makes its decision, then the Board/Commission members should be supportive of the Mayor and Council adopted policies. It was discussed that it was okay for Board/Commission members to personally disagree with a Council decision, but the decision should not be undercut by Board/Commission members serving in their official positions. Town Attorney Melinda Garrahan was asked to bring back the proposed Board/Commission Agreement for consideration and possible adoption in the future. Selection of liaison appointments-change every 6-months-eliminate used politically. It was discussed that if the Mayor and Council decide to make their own appointments to Board/Commissions this would eliminate the need for Council liaisons and would make the Board/Commission member more accountable. However, there may still be a special 1111 requirement for a liaison depending on the Board or Commission. Council asked that this topic be discussed at a future study session. It was discussed that Council liaison positions may be obsolete. Staff was asked to continue this topic to a Study Session along with the topic of Board/Commission appointments and that letters be sent to all chairs that have a liaison to get feedback on whether or not there is value in having a Council liaison. Mayor Loomis called a recess at 3:20 p.m. Meeting resumed at 3:30 p.m. MEETINGS Some suggestions for shortening the length of Town Council meetings included: • Agenda committee adds time estimates next to each item on the Agenda. • Raise a flag when ready to vote like they do at the League of Arizona Cities and Towns Resolution Committee meetings (at the discretion of the Chair). • Mayor and Council studying the packet materials and coming prepared to each meeting. • Limit debate. • Place everything with the exception of mandatory public hearings on the Consent Agenda. (Staff will come back with a proposal). 10/01/05 Oro Valley Town Council 2005 Study Session/Retreat 5 • To ensure p ublic participation, regular Council meetings will always start at 7:00 • p.m. It wasp ointed out that Staff reports are now available on the Town's website. Section 8.6 of the Town Council Parliamentary Rules &Procedures and Code of Conduct for Public Input at non-public hearings was discussed and it was felt that the policy is sufficient as written. PUBLIC RELATIONS • The Town Newsletter is scheduled to go out January 2006 and will be sent to all Oro Valley Postal Customers on a bi-monthly basis. • Getp ress releases issued with just the facts to help get out ahead of misinformation and rumors that circulate throughout the Town. • Pro-actively communicate with Oro Valley citizens on what the town is doing. • Limited support from local media. • Possibly having a Manager's blog for the public to participate in or an email subscription to the Town Manager. ANNEXATIONS • Annexation checklist— guide and quality assurance tool to make sure follow state • law. • Pre-annexation agreements—reassure property owners regarding what Town is required to do by statute. Sometimes property owners want more than what we can do by law. • Continue using pre-annexation agreements on a case by case basis. • Economic Development Agreements (EDA) are an hot item at the State Legislature—new laws being proposed that will impact EDA's. • More detailed discussion on EDA's in the future. WHERE ARE WE GOING Priorities: Mayor Loomis & Council Member Carter - CAP Plan. Council Member Culver - educate on water, conservation and water management. Council Member Dankwerth— 1) water issue— enact water conservation measures for properties. Work with SAHBA and developers on water conservation. 2) Annexation of state land. Council Member Parish— 1) Use modeling to update Strategic Plan and run the Town from a long term perspective, updating the plan on a regular basis. 2) Our level of g3 8 10/01/05 Oro Valley Town Council 2005 Study Session/Retreat 6 protection and level of service needs to be addressed due to the Town's growth. 3) • Develop grants (Homeland Security Grants). Vice as Mayor Gillie— 1) Council needs to have the courage to get a handle on the y Gillaspie economic future and how we are running the Town. Get these economic issues in front of the citizens. 2) Clarify position of ownership of riparian and open space in neighborhoods. HOA's manage vs. Town—open or preserved? Council Member Carter—Plan for future facilities needed in the Town. Council Member Abbott— 1) position on API and Parks &Recreation 2) Tribal relationships 3) Alternative energy. Town Manager Chuck Sweet stated economic modeling is tied to water and the Town must reach safe yield in 2025. He mentioned that Water Utility Director Philip Saletta will give a briefing on water issues in a joint study session with the Water Utility Commission in October. ADJOURNMENT Meeting adjourned at 4:50 p.m. Respectfully submitted, • Kathryn E. Cuvelier, CMC Town Clerk Excerpt from Town Code Section 3-2-1 Town Manager I. Council to Act Through Manager. Except for the purpose of inquiry,the council and its members shall deal with the administrative branch solely through the manager, and neither the council nor any member thereof shall give orders to any subordinate of the manager either publicly or privately. However,by council action individual council members may be assigned specific administrative duties. In such cases the town manager shall make provisions for the appropriate staff members to work with such councilmembers. Specific authority and responsibilities shall be defined by the council. The town manager shall be kept informed regarding the administrative actions in the same manner as with any staff person and shall work with the councilmember to prevent duplication of effort or conflict of responsibility. Policy No. 13 TOWN COUNCIL POLICY Date of Adoption Date of Revision TITLE: RESPONDING TO CONSTITUENTS Page 1 of 2 Purpose and Need for Policy The purpose of this policy is to respond in a timely manner to all constituent letters while keeping all council members and necessary staff informed of the issue. II. Policy It is the policy of the Town Council of Oro Valley that correspondence received, whether it is hand-delivered, regular mail, or electronic mail (E-Mail), will follow the procedure established below. III. Procedure to Accomplish Policy The procedure to accomplish this policy will involve the Town Manager Department's Office Specialist to receive all Mayor & Council mail, maintain a log of all mail received and notations as to who is drafting a response, date-stamp mail, and distribute to Council Members in their appropriate color-coded folders inside each In-Box. The Mayor & Council receive mail in many ways, such as: ➢ directly to the Mayor and copied to the Council, ➢ directly to Mayor & Council, ➢ directly to a Staff member and copied to the Mayor & Council, or ➢ any combination thereof. Page 2 of 2 Because of the varied ways a constituent is seeking information, it is in the best interest of the Town of Oro Valley to offer the constituent one response and copy all Council and necessary staff members. If the constituent is seeking information on a policy issue, a written response in a timely manner should be accomplished. If a policy is not in place, this issue should be placed on an upcoming Town Council agenda. IV. Responsibility to Accomplish Policy Generally, a response to a constituent is expected from whom the letter was addressed. In a situation where the correspondence is addressed to more than one individual, the following guidelines shall be used: Letter addressed to Mayor and copied to Council It is the responsibility of the Mayor to respond to a constituent if a letter is addressed to Mayor & Council. Copies of the letter and response will be forwarded to all council members as well as necessary staff members. Letter addressed to one Council Member and copied to Council It is the responsibility of an individual council member to respond to a constituent if a letter is addressed to one council member. Copies of the letter and response will be forwarded to all council members as well as necessary staff members. Letter addressed to Staff and copied to Council It is the responsibility of an individual staff member to respond to a constituent if a letter is addressed to one Staff member. Copies of the letter and response will be forwarded to all council members as well as necessary staff members. APPROVED BY A MAJORITY OF THE TOWN COUNCIL: Mayor DATE: TOWN OF ORO VALLEY COUNCIL COMMUNICATION STUDY SESSION: November 7, 2005 TO: HONORABLE MAYOR & COUNCIL FROM: Kathryn Cuvelier, Town Clerk SUBJECT: TOWN COUNCIL MEETINGS — PLACE EVERYTHING BUT PUBLIC HEARINGS ON CONSENT AGENDA SUMMARY: During the Town Council Retreat, in an effort to help shorten Town Council meetings, Mayor Loomis suggested that all items except public hearings be placed on the Consent Agenda. Section 2-4-6A of the Oro Valley Town Code states "When any item of business requires action by the council, but is of a routine and noncontroversial nature, such item may be presented at a regular meeting of the council as part of a consent agenda." Currently, our Consent Agenda contains the following items: • Resolutions (adopting IGAs, contracts, easements, deeds, declaring a document a public record). • Award of bids and/or contracts • Rejection of bids • Amendments to development plans/final plats • Final plat approval • Approval of public art • Routine informational reports • Street name changes • Call of Election/Designating elections by mail or by polling place. Our regular agenda items usually include: • Presentation of awards • Recognition of people or groups • Preliminary plat approval • Public hearings (rezonings, zoning code amendments, town code amendments, any other ordinance, liquor licenses) • Recommendations and requests for Council direction. • Direction to settle lawsuits. • Development Plans. • Adoption of the tentative and final budget. Ordinances being passed with emergency clauses could be placed on the Consent Agenda. However, Section 2-5-3 of the Oro Valley Town Code requests that all other ordinances not being adopted with an emergency clause shall not be passed without a public hearing. This is a local requirement and is not a requirement of Arizona State Law. Therefore, the Town Code could be amended to remove this section and then all ordinances could be placed on the Consent Agenda for adoption. TOWN OF ORO VALLEY COUNCIL COMMUNICATION Pa2e 2 of 2 I' 4r` Kath n Cuvelier, Town Clerk 4/0/ Chuck Sweet, Town Manager