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HomeMy WebLinkAboutAGENDApacket__03-23-22_0649_292       NOTICE OF MEETING REGULAR MEETING STRATEGIC PLANNING ADVISORY COMMISSION      Chairman John Craft, Jr.  Vice Chairman Patrick Garman Commissioner Chad Bernick Commissioner Gerard Bisceglia Commissioner Mary Edman Commissioner Bernie Hoenle Commissioner Cynthia Magazine      TIME:4:00 P.M. – REGULAR MEETING WHEN:WEDNESDAY, MARCH 23, 2022 WHERE:FOUNTAIN HILLS COUNCIL CHAMBERS 16705 E. AVENUE OF THE FOUNTAINS, FOUNTAIN HILLS, AZ Commissioners of the Town of Fountain Hills will attend either in person or by telephone conference call; a quorum of the Town’s Council,  various Commission, Committee or Board members may be in attendance at the Commission meeting. Notice is hereby given that pursuant to A.R.S. §1-602.A.9, subject to certain specified statutory exceptions, parents have a right to consent before the State or any of its political subdivisions make a video or audio recording of a minor child. Meetings of the Commission are audio and/or video recorded and, as a result, proceedings in which children are present may be subject to such recording. Parents, in order to exercise their rights may either file written consent with the Town Clerk to such recording, or take personal action to ensure that their child or children are not present when a recording may be made. If a child is present at the time a recording is made, the Town will assume that the rights afforded parents pursuant to A.R.S. §1-602.A.9 have been waived.    REQUEST TO COMMENT   The public is welcome to participate in Commission meetings. TO SPEAK TO AN AGENDA ITEM, please complete a Request to Comment card, located in the back of the Council Chambers, and hand it to the Executive Assistant prior to discussion of that item, if possible. Include the agenda item on which you wish to comment. Speakers will be allowed three contiguous minutes to address the Commission. Verbal comments should be directed through the Presiding Officer and not to individual Commissioners. TO COMMENT ON AN AGENDA ITEM IN WRITING ONLY, please complete a Request to Comment card, indicating it is a written comment, and check the box on whether you are FOR or AGAINST and agenda item, and hand it to the Executive Assistant prior to discussion, if possible.        Strategic Planning Advisory Commission Meeting of March 23, 2022 1 of 2          1.CALL TO ORDER – Chairman Craft     2.ROLL CALL – Chairman Craft     3.CALL TO THE PUBLIC Pursuant to A.R.S. §38-431.01(H), public comment is permitted (not required) on matters NOT listed on the agenda. Any such comment (i) must be within the jurisdiction of the Commission, and (ii) is subject to reasonable time, place, and manner restrictions. The Commission will not discuss or take legal action on matters raised during Call to the Public unless the matters are properly noticed for discussion and legal action. At the conclusion of the Call to the Public, individual commissioners may (i) respond to criticism, (ii) ask staff to review a matter, or (iii) ask that the matter be placed on a future Commission agenda.     4.CONSIDERATION AND POSSIBLE ACTION: Approval of the February 16, 2022, Meeting Minutes.    5.UPDATE: On the 2022 Strategic Plan.    6.DISCUSSION AND POSSIBLE ACTION: On the Revised Monitoring and Communication Plan.    7.ADJOURNMENT       CERTIFICATE OF POSTING OF NOTICE The undersigned hereby certifies that a copy of the foregoing notice was duly posted in accordance with the statement filed by the Strategic Planning Advisory Commission with the Town Clerk. Dated this 15th  day of  March, 2022. _____________________________________________  Angela Padgett-Espiritu, Executive Assistant   The Town of Fountain Hills endeavors to make all public meetings accessible to persons with disabilities. Please call 480-816-5199 (voice) or 1-800-367-8939 (TDD) 48 hours prior to the meeting to request a reasonable accommodation to participate in the meeting or to obtain agenda information in large print format. Supporting documentation and staff reports furnished the Commission with this agenda are available for review in the Town Manager's Office.    Strategic Planning Advisory Commission Meeting of March 23, 2022 2 of 2 ITEM 4. TOWN OF FOUNTAIN HILLS STAFF REPORT    Meeting Date: 03/23/2022 Meeting Type: Strategic Planning Advisory Commission Agenda Type:                   Submitting Department: Administration Prepared by: Angela Padgett-Espiritu, Executive Assistant to Manager, Mayor/Council Staff Contact Information: Angela Padgett-Espiritu, Executive Assistant to Manager, Mayor/Council Request to Strategic Planning Advisory Commission (Agenda Language):  CONSIDERATION AND POSSIBLE ACTION: Approval of the February 16, 2022, Meeting Minutes. Staff Summary (Background) The intent of approving meeting minutes is to ensure an accurate account of the discussion and action that took place at the meeting for archival purposes. Approved minutes are placed on the Town's website and maintained as permanent records in compliance with state law.   Staff Recommendation(s) Staff recommends approving the minutes of the meeting on February 16, 2022. SUGGESTED MOTION MOVE to approve the minutes of meeting February 16, 2022. Attachments SPAC February 16, 2022 Meeting Minutes  Form Review Form Started By: Angela Padgett-Espiritu Started On: 03/15/2022 09:47 AM Final Approval Date: 03/15/2022  TOWN OF FOUNTAIN HILLS MINUTES OF THE REGULAR MEETING OF THE FOUNTAIN HILLS STRATEGIC PLANNING ADVISORY COMMISSION FEBRUARY 16, 2022            1.CALL TO ORDER – Chairman Craft    Chair Craft called to order the meeting of the Strategic Planning Advisory Commission at 4:02 p.m.   2.ROLL CALL – Chairman Craft Present: John W. Craft, Jr., Chairman; Patrick Garman, Vice Chairman; Chad Bernick, Commissioner; Mary Edman, Commissioner; Cynthia Magazine, Commissioner; Bernie Hoenle, Commissioner  Absent: Gerard Bisceglia, Commissioner  Staff Present: Town Manager Grady Miller; Executive Assistant Angela Padgett-Espiritu  3.CALL TO THE PUBLIC Pursuant to A.R.S. §38-431.01(H), public comment is permitted (not required) on matters NOT listed on the agenda. Any such comment (i) must be within the jurisdiction of the Commission, and (ii) is subject to reasonable time, place, and manner restrictions. The Commission will not discuss or take legal action on matters raised during Call to the Public unless the matters are properly noticed for discussion and legal action. At the conclusion of the Call to the Public, individual commissioners may (i) respond to criticism, (ii) ask staff to review a matter, or (iii) ask that the matter be placed on a future Commission agenda.    No one from the public spoke.   4.CONSIDERATION AND POSSIBLE ACTION: Approval of the January 20, 2022, Meeting Minutes.         MOVED BY Commissioner Cynthia Magazine, SECONDED BY Commissioner Chad Bernick to APPROVE the meeting minutes of the January 20, 2022, Strategic Planning Advisory Commission.   Vote: 6 - 0 - Unanimously   5.DISCUSSION AND POSSIBLE ACTION: Approval of the 2022 Strategic Plan Final Draft.      Chair Craft updated the commission on the recent modifications to the Town of Fountain Hills 2022 Strategic Plan draft. Chair Craft reported that after the January Council presentation of the proposed 2022 Strategic Plan with all of its attachments including the SWOT analysis and other documents for Council’s consideration, there were some questions, and concerns regarding the proposed plan.   Following the Council meeting, Chair Craft and Vice Chair Garman made some modifications that included wordsmith and omitting of tasks that were redundant.   Chair Craft updated the commission on the recent modifications to the Town of Fountain Chair Craft updated the commission on the recent modifications to the Town of Fountain Hills 2022 Strategic Plan draft for the commission’s approval prior to presenting for final approval at March 15, 2022, Town Council Meeting.    Some modifications made to the plan are the following: Strategic Priority Targeted Collaborative Economic Development  Signature Strategy 1 was modified to Retain existing businesses and attract new ones.  Each of the supporting tasks was slightly shortened or modified Signature Strategy 2 Lead the formation of collaborative economic development groups.  Only supporting task A) modified Strategic Priority Promote the Long-Term Financial Sustainability of Town Infrastructure, Environmental and Social Resources  Signature Strategy 2 Promote the long-term financial health and stability of the Town.  Supporting task A) removed Strategic Priority Continue to Improve the Public Health, Well-Being, and Safety of our Town  Signature Strategy 1 Promote the natural and build environment of Fountain Hills to improve the public health, well-being, and safety of the community modified but kept the rationale. Signature Strategy 2 Promote Fountain Hills as a community focused on public health, well-being, and safety.  Deleted supporting task B) because it was a redundant statement from the signatures or from the signature strategy two Strategic Priority Maintain Current Infrastructure while Preparing the Town for Emerging Trends that Increase Public Safety and Quality of Life  Signature Strategy 2 Support local Broadband strategic buildouts and deployment efforts while ensuring the preservation of conduit and right of way for future technologies.  Deleted supporting task B) state law preempts cities and towns from being a barrier of entry for 5G.    Signature Strategy 4 Utilize services provided by other government agencies and outside entities e.g. private companies, non-profit organizations, and volunteer groups in evaluating and supporting the health of Fountain Hills Parks   Modified the wording for supporting task A) Town Manager Miller commented that he was very pleased with the progress made by Chair Craft Vice Chair Garman and the progress that was made.  He said that it was very much appreciated and that he thinks that the Council will adopt unanimously with the recent modifications. Chair Craft asked for a  motion to approve the modified plan for submittal to the Mayor and Council at March 1, 2022, Town Council Meeting.    MOVED BY Commissioner Chad Bernick, SECONDED BY Commissioner Cynthia  MOVED BY Commissioner Chad Bernick, SECONDED BY Commissioner Cynthia Magazine APPROVED the modifications and presenting to the Council of the Town of Fountain Hills Strategic Plan 2022.   Vote: 6 - 0 - Unanimously   6.DISCUSSION AND POSSIBLE ACTION: Revised Communication and Monitoring Plan.      Chair Craft reviewed the revised Communication and Monitoring Plan and reported that it will be a document that the Commission will utilize to support the New Strategic Plan.  He said that the Communication and Monitoring Plan has two categories, communication, and monitoring that each contains strategies and tasks. Chair Craft requested that Commissioner Hoenle and Commissioner Edman review the plan and provide feedback at the March meeting. Chair Craft commented that it is important to keep the New Strategic Plan moving forward and for the Community and other important stakeholders to have a good understanding as to the progress that is being made. Town Manager Miller requested a correction be made in the document.  He said that it should state “2022 Ten-Year Strategic Plan”, instead of “2021 Five-Year Strategic Plan”.      7.ADJOURNMENT    MOVED BY Commissioner Chad Bernick, SECONDED BY Commissioner Cynthia Magazine to ADJOURN the meeting of the Strategic Planning Advisory Commission Meeting at 4:43 p.m.   Vote: 6 - 0 - Unanimously     STRATEGIC PLANNING ADVISORY STRATEGIC PLANNING ADVISORY COMMISSION ____________________________ John W. Craft, Jr., Chairman             ATTEST AND PREPARED BY: ______________________________  Angela Espiritu, Executive Assistant    CERTIFICATION I hereby certify that the foregoing minutes are a true and correct copy of the minutes of the Regular Meeting held by the Fountain Hills Strategic Planning Advisory Commission in the Town Hall Council Chambers on the 16th day of February, 2022. I further certify that the meeting was duly called and that a quorum was present. DATED this 23rd day of March, 2022.                                                                                         _________________________________                                                                                          Angela Espiritu, Executive Assistant ITEM 5. TOWN OF FOUNTAIN HILLS STAFF REPORT    Meeting Date: 03/23/2022 Meeting Type: Strategic Planning Advisory Commission Agenda Type:                   Submitting Department: Administration Prepared by: Angela Padgett-Espiritu, Executive Assistant to Manager, Mayor/Council Staff Contact Information: Angela Padgett-Espiritu, Executive Assistant to Manager, Mayor/Council Request to Strategic Planning Advisory Commission (Agenda Language):  UPDATE: On the 2022 Strategic Plan. Staff Summary (Background) Form Review Form Started By: Angela Padgett-Espiritu Started On: 03/15/2022 02:11 PM Final Approval Date: 03/15/2022  ITEM 6. TOWN OF FOUNTAIN HILLS STAFF REPORT    Meeting Date: 03/23/2022 Meeting Type: Strategic Planning Advisory Commission Agenda Type:                   Submitting Department: Administration Prepared by: Angela Padgett-Espiritu, Executive Assistant to Manager, Mayor/Council Staff Contact Information: Angela Padgett-Espiritu, Executive Assistant to Manager, Mayor/Council Request to Strategic Planning Advisory Commission (Agenda Language):  DISCUSSION AND POSSIBLE ACTION: On the Revised Monitoring and Communication Plan. Staff Summary (Background) The revised Communications and Monitoring Plan will be presented to the commission for discussion and approval.  SUGGESTED MOTION MOVE to approve the revised Communications and Monitoring Plan. Attachments Revised Communication and Monitoring Plan  Form Review Form Started By: Angela Padgett-Espiritu Started On: 03/15/2022 02:16 PM Final Approval Date: 03/15/2022  Page 1 of 2 COMMUNICATION AND MONITORING PLAN Preamble A strategic plan is a living document. It is as good as the ongoing efforts of the people who created it and the people who approved it and, ultimately, the people who are tasked with doing all the work our plan suggests being done. The 2022 Strategic Plan, approved by the Mayor and Town Council, will be publicized and monitored by the Strategic Planning and Advisory Commission. Communications Strategy Establish collaborative communication channels with the Town Council, Town Staff, Chamber of Commerce, FHUSD and other organizations. Tasks • The Vice Chair and a Commissioner will share responsibilities as Communications Liaisons and will interact with the Town Staff on matters concerning the Plan’s progress as appropriate. • A copy of the 2022 Ten-Year Strategic Plan for the Town of Fountain Hills will be placed on the Town’s website - www.fh.az.gov. • In concert with the Town’s Community Relations Manager support outreach to the general community via FHTimes articles and interaction with local citizen groups and organizations as appropriate . Monitoring Strategy SPAC will remain directly involved in monitoring the Town’s implementation efforts and their subsequent impact on the Strategic Priorities as established in the Plan. Tasks • SPAC will hold quarterly follow-up meetings with the Town Manager and Department Heads during the last week of each fiscal quarter. The purpose of those meetings is to monitor progress on the implementation of all elements of the strategic plan and to provide ample time for Q & A by all participants. Page 2 of 2 • The Town Council will receive a written executive summary of all topics covered in each quarterly meeting attended by the Town Staff and SPAC. • SPAC will develop a Scorecard for documenting both progress and issues related to the Tasks established in the 2022 Plan. The Scorecard will be updated no less than twice annually. The data and information collected will be valuable for the 5 year update/revisions of the Plan at its midpoint. The Scorecard will be posted on the Town’s website as well.