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HomeMy WebLinkAboutPackets - Council Packets (1132) AGENDA ORO VALLEY TOWN COUNCIL STUDY SESSION JUNE 5, 2004 ORO VALLEY COUNCIL CHAMBERS 11,000 N. LA CANADA DRIVE STUDY SESSION: AT OR AFTER 9:00 A.M. (9:00 a.m. to 2:00 p.m.) CALL TO ORDER ROLL CALL 1. OPENING REMARKS - MAYOR LOOMIS 2. Departmental Presentations: a. Town Manager Department b. Human Resources Department c. Finance Department d. Community Development Department e. Public Works Department f. Police Department g. Legal Department h. Town Magistrate Department i. Water Department 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 229-4700 POSTED: 06/02/04 4:30 p.m. Ih MEMORANDUM TO: Oro Valley Mayor & Town Council FROM: Kathryn Cuvelier, Town Clerk DATE: June 5, 2004 SUBJ: Functions of the Oro Valley Clerk's Office As you know, I will be out of the office on June 5th and will not be able to attend the June 5th Orientation Study Session. However, I have attached some information about my department, including members of my staff, our Mission Statement, Guiding Principles and Important Elements of the Clerk's Office. Also attached is Section 3-2-2 of the Oro Valley Town Code outlining my duties as the Oro Valley Town Clerk. I think the attached information gives you a good description of what my department does. Aloha! jtkt Kathryn E. Cuvelier, CMC Town Clerk ORO VALLEY CLERK'S OFFICE Kathryn Cuvelier, CMC, Town Clerk Roxana Garrity, CMC, Deputy Town Clerk Linda Hersha, Senior Office Assistant Barb Harnish, Office Assistant MISSION STATEMENT To maintain public confidence and trust. Continually strive to improve the quality and accessibility of public information and provide quality customer service to our citizens, Town Council and staff GUIDING PRINCIPLES 1) We are dedicated to understanding and fulfilling the needs of the community and Town. 2) We provide high quality responsive services to our customers, delivered in a professional manner. 3) We conduct ourselves in an ethical, impartial and equitable manner. 4) We support each other as individuals to achieve personal excellence, team work and pride in the delivery of our services. 5) We continually challenge ourselves and our practices to prepare for the future by exercising creativity and innovation. IMPORTANT ELEMENTS OF THE CLERK'S OFFICE 1. Provide excellent customer service in a professional, accurate, timely and courteous manner. Provide accurate general information to members of the public and staff and have at your fingertips answers to a million questions! 2. Provide records management for all public records in accordance with Arizona State Law. Ensure accurate information and quick retrieval. Provide training and assistance to other staff members designated to maintain public records for their departments. 3. Preservation of permanent records for Town history. 4. Codification of the Oro Valley Town Code. 5. Attend all Town Council meetings and preparation of minutes. Keep accurate legislative history of official action of the Town Council and indexing of same. 6. Conduct all Town elections in accordance with Arizona State Law and provide accurate up-to-date election information in a timely, efficient and courteous manner,while always maintaining neutrality. 7. Coordinate with Agenda Committee in preparation of Town Council Agendas to insure accurate information in accordance with Arizona open meeting law. 8. Compile Town Council packet materials and prepare Town Council packets in a professional, neat, complete and accurate manner. Coordinate and provide support for Council meetings. 9. Publish and post all public hearing notices, ordinances, Agendas, etc., in accordance with Arizona State Law and Town policy. 10. Improve office technology for departmental efficiency. 11. Issue and maintain Business Licenses and Liquor Licenses and provide accurate information of same. Provide sales tax information in conjunction with the Finance Department. 12. Post agendas for Advisory Boards. Prepare minutes for Board of Adjustment. Provide support for bid openings for the Town. 13. Provide employee services such as maintaining postage meter, general office equipment, petty cash, kitchen supplies, etc. 14. Schedule and coordinate meetings held in Administration Building. 15. Provide orientation training to Advisory Boards and candidates running for office. 16. Provide training to secretaries in meeting preparation,room set-up and writing good minutes for their Boards and/or Commissions. 17. Assist in special projects as needed (i.e. research, purchase and maintain furniture, accessories, equipment for public areas/general office). Oro Valley Town Code 411 14. To devote as much time to the duties of the office of town manager and the interest of the town as necessary. 15. To perform such other duties and exercise such other powers as may be delegated from time to time by ordinance or resolution of the council. 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. 16. To settle, or cause to be settled all claims against the Town of Oro Valley for greater than $10,000,but not more than$20,000, in accordance with Section 3-7-1(B) of this Code. (02-03,Amended,01/09/2002;00-28,Amended,09/20/2000;95-66,Amended,07/12/1995) Section 3-2-2 Town Clerk A. Records. The Town Clerk shall keep a true and correct record of all business transacted by the Council and any other records that either pertain to the business of the town or that the Council directs. The Town Clerk shall plainly label and file separately all resolutions,notices, deeds, surveys,leases,paid and unpaid vouchers,inventories, letters, orders and any other Town related documents. B. Public Inspection of Records. The Town Clerk shall keep convenient for public inspection all public records and public documents under the Clerk's control, as provided by State statute. C. Monthly Reports. The Town Clerk shall collect from town officials such monthly reports prepared in such manner and to include such information as may be directed by the Council. D. Synopsis Minutes. The Town Clerk shall prepare or cause to be prepared all minutes of Council proceedings and ensure their correctness and accuracy. E. Ordinances, Resolutions, Budgets and Notices. The Town Clerk shall process, record, file, publish and, if required by state statute, post all ordinances, resolutions, budgets and notices that may be passed by the Council. F. Duties as Treasurer. The Town Clerk shall also be treasurer of the town and have such duties and responsibilities as prescribed by the Arizona Revised Statutes. G. Election Official. The Town Clerk shall be the town election official and perform those duties required by Arizona Revised Statute 9-821,Title 16, and Title 19. 1. Pursuant to Arizona Revised Statute 16-201, on the eighth Tuesday prior to a General Election at which candidates for public office are to be elected, a Primary Election shall be held. 2. In accordance with Arizona Revised Statute 16-204(B)(2), the Town will hold their General Election on the third Tuesday in May. 3. Pursuant to Arizona Revised Statute 16-204, a Special Election may be held only on the consolidated Election dates prescribed by this Statute. H. Licenses. The Town Clerk shall issue or cause to be issued all licenses that may be prescribed by State Arizona Revised Statute 9-240(B)(19) or Chapter 8, Business Regulations, or the Oro Valley Town Code. No license shall be granted for more than one (1)year, and the charge for any license so issued by the Clerk shall not be less than ten ($10.00) dollars nor more than five thousand ($5,000)dollars. Page 6 of 21 Oro Valley Town Code I. Administrative Duties. The Town Clerk shall perform those administrative responsibilities and 111 duties that are conferred upon the Clerk by the Council in addition to those specified in this Code. J. Code Editor. The Town Clerk, in consultation with the Town Attorney, shall be designated as the Code Editor, and shall perform those duties associated with editing the Oro Valley Town Code. The Town Clerk shall not alter the sense,meaning, or effect of any Code provision,but may: 1. Renumber sections and parts of sections of newly enacted text. 2. Rearrange sections,parts of sections, articles, chapters, and titles. 3. Change reference numbers to agree with renumbered sections, parts of sections, articles, chapters, and titles. 4. Change capitalization for the purpose of uniformity. 5. Correct manifest clerical, typographical and electronic data base errors in statutory and nonstatutory text. 6. Electronically supplement the Code within thirty (30) days from the date of the final passage of the Ordinance, and each replacement page of the Code shall then be properly identified and timely inserted into each copy of the Code Notebook. L. Acceptance on Behalf of the Town. The Town Clerk is the proper party for acceptance of any and all official notices required to be served upon the Town of Oro Valley. The Town Clerk shall accept official notices in accordance with Arizona Revised Statute 12-821.01, and service of process in accordance with the Rules of Civil Procedure 4.1(c)(5)(j). (02-02,Amended,01/09/2002) Section 3-2-3 Town Marshal The marshal shall be the chief of police, and he shall perform such duties as may be required of him • by law and as the council may deem necessary. Section 3-2-4 Town Engineer The engineer shall have charge of the town streets and public works and shall perform such duties as may be required of him by law and such other duties as the council may deem necessary. Section 3-2-5 Town Attorney The Town Attorney shall act as the legal counselor and advisor of the council and other town officials and, as such, shall give an opinion in writing when requested; shall draft all deeds, contracts, conveyances, ordinances, resolutions and other legal instruments when required by the Council; shall approve as to form, in writing, all drafts of contracts and all official or other bonds before final approval or acceptance thereof by the Council; shall return within fourteen (14) days all ordinances and resolutions submitted for consideration by the Council, with notes referencing approval or disapproval as to form, together with reasons therefor; shall supervise the prosecution and defense, or cause to be prosecuted and defended, all criminal and civil suits, actions or causes where the town is a party and shall report to the Council,when required,the condition of any suit or action to which the Town is a party; and shall have the authority to settle all claims against the Town of Oro Valley valued at less than $10,000 in accordance with Section 3-7-1(A) of this Code. (02-03,Amended,01/09/2002) Section 3-2-6 Town Magistrate The town magistrate shall be the presiding officer of the magistrate's court and shall be selected by Page 7 of 21