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HomeMy WebLinkAboutPackets - Council Packets (1219) AGENDA ORO VALLEY TOWN COUNCIL/DEVELOPMENT REVIEW BOARD JOINT STUDY SESSION NOVEMBER 10, 2003 ORO VALLEY TOWN COUNCIL CHAMBERS 11000 N. LA CANADA DRIVE STUDY SESSION — AT OR AFTER 4:30 P.M. CALL TO ORDER ROLL CALL 1. Discussion and Review of Development Review Board Powers and Duties 2. Discussion and Review of Rules and Operating Procedures of the Oro Valley Development Review Board 3. Discussion of the Arizona Open Meeting Law and Call to the Audience 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 Town Clerk's Office at 229-4700. Posted: 11/06/03 4:30 p.m. rg TOWN OF ORO VALLEY COUNCIL COMMUNICATION MEETING DATE: November 10, 2003 TO: HONORABLE MAYOR & TOWN COUNCIL FROM: Chuck Sweet, Town Manager SUBJ: Joint Meeting with Development Review Board SUMMARY: The Joint Study Session tonight is an opportunity for the Mayor and Council to meet with the members of the Oro Valley Development Review Board (DRB). A Joint Study Session has not been held between the Town Council and DRB in quite awhile. A copy of the Oro Valley Zoning Code Revised, Article 1-4, Development Review Board, Sections 1-601 and 1-602 are attached for your review. Additionally, a copy of the Development Review Board's Rules and Operating Procedures are included along with guidelines approved by the DRB pertaining to Meeting Protocol. The Town Attorney will be present at the Joint Study Session to answer questions and discuss details of the Arizona Open Meeting Law and Call to the Audience. ATTACHMENTS: 1. Oro Valley Zoning Code Revised, Article 1-6, Development Review Board, Section 1-601, Scope, and Section 1-602, Powers and Duties. 2. Development Review Board's "Rules and Operating Procedures" (as adopted by Resolution No. (R) 91-39). 3. Development Review Board's Meeting Protocol (approved by Development Review Board December 2, 2002). Chuck Sweet, Town Manager ORO VALLEY ZONING CODE REVISED ARTICLE 1-6 DEVELOPMENT REVIEW BOARD Sec. 1-601 Scope The Development Review Board is intended to promote harmonious, safe, attractive and p compatible development and is, therefore, considered to be in furtherance of health, safety and general welfare. The Development Review Board shall recognize the interdependence of land values, aesthetics and good site planning necessary to protect the distinctive character and natural resources of the Town of Oro Valley. Sec. 1-602 Powers and Duties A. The Development Review Board may review all aspects of a proposed development. B. The Development Review Board shall review subdivision plats and development plans in accordance with Chapter 4, including site planning and the relationship of the development to the surrounding environment and the community. The Development . p Review Board shall review all proposed architecture, landscape plans and grading plans. Sec. 1-603 Transaction of Business A.The Development Review Board shall conduct its business in accordance with applicable Town regulations and its rules and procedures as adopted by the Town Council. B. The Director of the Planning and Zoning Department shall be the Executive Secretary of the Development Review Board. C. The Development Review Board Chair, or his/her designee, has the right to appear before the Town Council on items of interest to the Development Review Board. Sec. 1-604 Effect of Decisions All Development Review Board recommendations, final actions and findings of decisions shall be transmitted to the Town Council regardless of vote. . 4111 RESOLUTION NO. ( R) 91-39 A RESOLUTION OF THE TOWN OF ORO VALIEY, ARIZONA, ADOPTING THAT DOCUMENT KNOWN AS THE "RULES AND OPERATING PROCEDURES , ORO VALLEY DEVELOPMENT BOARD, OCTOBER 8, 1991" AND MAKING SUCH DOCUMENT A PUBLIC RECORD; AND DECLARING AN EMERGENCY. WiEREASthe Town of Oro Valley has established its own Development Review 'Board and is desirous of adopting rules and operating procedures therefor, and VHEREAS, the DevelopmentReview Board has considered that document known as "Rules and Operating �'« ures, Oro Valley DevelopmentReview Board, October 8, 1991" and, at its October 8, 1991 regular meeting, adopted and recommended Council approval of same, NOW, THEREFORE, BE IT RESOLVED BY THE MAYOR AND TOWN COUNCIL OF THE TOWN OF ORO That certain document known as the "Rules and Operating Procedures, Oro Ilk ValleY Development Review Board, October 8, 1991" is hereby adopted. Said document is attached herewith and labeled as "Exhibit A" and three copies of same are to remain on file in the office of the Town Clerk, and further, said document is hereby declared to be a public record. PASSED AND ADOPTED by the Mayor and Council of the Town of Oro Valley this 20th day of November, 1991. ,( 4 ,(, ZC / . /4_,,,,c i 1 Cathy Hufiult, kayor ATTEST: / °-'6;"- ('-‘-‘-(---- --4-c:-/.,,ei - Kathryn Cavelier, Town Clerk APPROVED AS TO FORM Gary p.%"-Ed , Town Attorney 111/ RULES AND OPERATING PROCEDURES ORO VALLEY DEVELOPMENT REVIEW BOARD October 8, 1991 1 ORGANIZATION 1.1 MeMberhip The Development Review Board shall be composed of a total of seven members who shall be residents of the Texan. Six members shall be appointed bythe Town Council and one member shall be appointed by the shall serve at the will and Planningand Zoning Commission. All members pleasure of the Town Council. Town Council appointments shall be for aPer iod of two years each ending on June 30th, with terms of members staggered that the of no more than three shall expire so gg for anyreason shall be filled by the in any one year. Vacancies appointing int' authority for the remainder of the unexpired term. The term of all members shall extend until their successors are appointed. If a member misses three consecutive regular meetings or five meetings withinyear, a letter ofinquiry requesting a response may be sent by the Chairman. If the response received a eceived is indicative of a continuation of frequent absences, the Development Review Board may request that the aPpo int ing authority appoint a new person to complete the term. 1111 The Chairman shall sign all reports and recommendations tothe Town Council and furnish the Council with the facts as to the adoption of any such report or recommendation and shall provide such other information as to the work of the Development Review Board as the Town Council may request. 1.2 Officers per The Development t Review Board shall elect a Chairman and Vice-Chairman from amongits own in Septi of each year who shall serve for preside at all meetings and exercise all one year. The Chairman shall the usual r i is, duties and prerogatives of the head of any similar � organization. The Vice-Chairman shall perform the duties of the • or disability of the Chairman. If both Chairman Chairman in the absence and Vice-Chairman are absent front a meeting, the senior member of the Board shall preside. Vacancies in these offices created by any cause shall be filled for the unexpired term by a new election. 1.3 Planning and Zoning Commission Liaison Member The PlanningZoning and Commission Liaison Member Shall, in addition to other Development Review Board responsibilities, provide oraland/or written summaries to the Development Review Board and the Planning and Zoning Commission regarding each board's activities. 11 1 1.4 Secretary 1 and Zoning Director to act The Town Council shall designate the P e Board. It shall be the duty of the Secretary or as Secretary to the of the Board, hisor her designee to conduct all official correspondence ed bylaw, ordinanceor these rules of send out all notices required the office; to be the perform all the customary duties of procedure; supervise the clerical work custodian of the records of the Board; to andtechnicalpreparations necessary to the disposition of business before the Board; and perform orm all other duties required by law, ordinance or these rules of the Board. 1.5 Legal Counsel The Town Attorney, or his or her designated representative, shall 'ce to the Board except when a conflict of interest or provide legal advice other legal bar to representation arises• The Town Attorney or his or her designated if a conf l ict ted representative may decline representation of interest arises. 2 MEETINGS 2.1 Requl ar Meetings 1111 • the Development Review Board shall be held at the Regular meetings of °`�� Oro Valley Town Hall on the second Tuesday of each month and shall be duly noticed, in exact • accordance with Arizona Revised Statutes, as to isto change the location or the time of the time. I f it necessary posted at the 'I�m Hall and meeting,, a notice of such change shall be � other locations for posting st' of public notice as set forth in the Town's posting pr°° • 2.2 Speci al Meetings cause may be held by the on call of its Special meetings for good y a quorum of which call shall be filed with the Chair or of Secretary, or as maybe scheduled by a majority of the members at any . If the Chairman is unavailable, the Vice-Chairman can previous mcetl-ng•call a special meeting• At least 24 hours' notice of the meeting shall be given to each member of the Board. 2.3 Public Meetings All meetings and hearings of the Board, except Executive Sessions, shall be open to the public. Anyaction calling for a formal vote shall take p lace only at a public meeting. 2.4 Site I ions conduct a site inspection for the Development Review The Secretary shall deemed appropriate by the Chairman, on any matter to Board as 'ew who are be considered by the Board. Development Review 2 III site inspection may visit the site unable to attend the group individually. The notices of such inspections shall be as provided by law. 2.5 Quorum and Voting The affirmative vote of a Four shall constitute a quorum• majority of the members voting of' shall be required for passage of any The minutes of the meetings before the Development Review Board• , matter particular measure and reflect the "ayes" and "nays" cast on a if shalleach present or if absent, or shall reflect the vote of a declares a vote, shall indicate that fact. If failing to c;o of 1 ict of interest relative to a particular issue, he/she will abstain both from voting question. and from the deliberations of the matter in ques 2.6 Order of Business or Agenda The order of business shall be as follows: by quorum Roll call - Roll is called the Secretary. A must be present to transact business. • approval of minutes of previous meeting(s) . B. Readlrig and C• Unfinished business D• Hearing of applications 4111 B. Reports F. Resolutions 1 business G. Communications and miscellaneous 3 OFFICIAL RECORDS 3.1 Definition include these rules and regulations, and the The official records shall ' tes of the Board, together with all f s, decisions and other minutes official actions and records. 3.2 Files - Retention other matters coming before the shall be All applications and Department Office in accordance and Zoning filed in the Town PlanningThe Planningand Zoning department's generalfile system. with that records as provided by the Pl arin s.rig Department shall keep all official and Zons. •permanent ng Records Retention Schedule• The Secretary shall keep a file of all Ola maps, reports, resolutions, notices, �� charts, ndence or other matters filed with, or issued b y, the Board. correspo t Review Board might 1 A Resolution adopted by the Development include reports of studies conducted, 1111/ f in regardto planningand zoning Board (and staff) members subdilSion plats, results of hearings or special reports requested by the Council. Planningand Zoning Handbook) . (Arizona Dept. of Commerce 3 111/ 4 RULES AND AMENDMENTS 4.1 Amendment Prccedure yby Amendments to these rules may be made the Board and approved by the Town Council provided any such amendment is proposed at preceding meeting, . or is submitted in writing at a prior meeting of the Board, and ts is recorded in the minutes of such meeting or meetings. Amendmen adopted as above shall become effective at the next regular meeting of the Board. .C) APPROVED by the Development Review Board this 0,./VLXday of 0-d.ziczm/b‘./ 1991. 6:4 Chairmand • . ' APPROVED by the Oro Valley Town Council this C� day of JD Ve'4164; 1991. • /1“744 Mayor 11) 4 DRB MEETING PROTOCOL • The Development Review officially recognizes the following guidelines to serve as protocol for � meetings exclusive of regular sessions: 1. EX-PARTE INDIVIDUAL MEETINGS WITH APPLICANTS AND/OR CITIZENS a. Board members will refrain from meeting with applicants or other interested parties. If a meeting is unavoidable,the member will invite the person to present testimony before h the whole Board. Furthermore, a Board member will not reveal their position on the matter. All substantive information offered will be placed on the public record by the Board member as soon as possible b. Written inform on a pending ationBoard action must be sent to staff for review. Staff must distribute the written information to the Board at large. c. Private field tripspp or tours with applicants or interested parties will not be provided. Such individual requests are to be announced at public meeting and all interested parties will be invited to attend. 2. DRB MEETING AS A WHOLE WITH CITIZEN GROUPS Citizens ou s will be provided the same opportunity to request a study session as the a. gr p applicant. b. At the discretion of the Chairperson, every effort will be made to provide citizens an equalopportunity present o ortunit to and discuss issues as is afforded the applicant. 3. DRB MEMBERS ADDRE S SING THE COMMISSION OR TOWN COUNCIL ON DEVELOPMENT IS SUES S TO BE CONSIDERED IN THE FUTURE OR REVIEWED IN THE PAST BY THE BOARD. a. When individual Board members address other decision-making bodies, he/she will make every attemptavoida perception to that he/she represents the Board as a whole, unless specifically designated to do so by a quorum of DRB members. p y 4111