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HomeMy WebLinkAboutAGENDApacket__01-16-24_0406_540       NOTICE OF MEETING REGULAR MEETING SISTER CITIES ADVISORY COMMISSION      Chairman Bev Tall  Vice Chairman VACANT Commissioner Zarrin Caldwell Commissioner Randy Crader Commissioner VACANT Commissioner Lisa Ristuccia Commissioner VACANT      TIME:4:00 P.M. – REGULAR MEETING WHEN:TUESDAY, JANUARY 16, 2024 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.        Sister Cities Advisory Commission Meeting of January 16, 2024 1 of 3          1.CALL TO ORDER – Chairman Tall     2.ROLL CALL – Chairman Tall     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.UPDATE: New Commissioner     5.CONSIDERATION AND POSSIBLE ACTION: Appoint a Commission Chairman.     6.CONSIDERATION AND POSSIBLE ACTION: Appoint a Commission Vice Chairman.     7.REPORTS BY COMMISSIONERS AND TOWN MANAGER     8.CONSIDERATION AND POSSIBLE ACTION: Approval of the minutes of the Regular Meeting of January 18, 2023.     9.CONSIDERATION AND POSSIBLE ACTION: Approval of the minutes of the Regular Meeting of September 20, 2023.     10.DISCUSSION AND POSSIBLE ACTION: Selection of a New Sister City.    11.DISCUSSION AND POSSIBLE ACTION: Future Agenda Topics.    12.NEXT MEETING DATE: Wednesday, May 15, 2024.    13.ADJOURNMENT        Sister Cities Advisory Commission Meeting of January 16, 2024 2 of 3   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 Sister Cities Advisory Commission with the Town Clerk. Dated this ______ day of January 2024. _____________________________________________  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.    Sister Cities Advisory Commission Meeting of January 16, 2024 3 of 3 ITEM 4. TOWN OF FOUNTAIN HILLS STAFF REPORT    Meeting Date: 01/16/2024 Meeting Type: Sister Cities Advisory Commission Agenda Type:                   Submitting Department: Administration Prepared by: Angela Padgett-Espiritu, Executive Assistant to Manager, Mayor/Council Staff Contact Information: Request to Sister Cities Advisory Commission (Agenda Language):  UPDATE: New Commissioner Staff Summary (Background) Form Review Form Started By: Angela Padgett-Espiritu Started On: 12/19/2023 04:02 PM Final Approval Date: 12/19/2023  ITEM 5. TOWN OF FOUNTAIN HILLS STAFF REPORT    Meeting Date: 01/16/2024 Meeting Type: Sister Cities Advisory Commission Agenda Type:                   Submitting Department: Administration Prepared by: Angela Padgett-Espiritu, Executive Assistant to Manager, Mayor/Council Staff Contact Information: Request to Sister Cities Advisory Commission (Agenda Language):  CONSIDERATION AND POSSIBLE ACTION: Appoint a Commission Chairman.  Staff Summary (Background) Form Review Form Started By: Angela Padgett-Espiritu Started On: 12/19/2023 04:08 PM Final Approval Date: 12/19/2023  ITEM 6. TOWN OF FOUNTAIN HILLS STAFF REPORT    Meeting Date: 01/16/2024 Meeting Type: Sister Cities Advisory Commission Agenda Type:                   Submitting Department: Administration Prepared by: Angela Padgett-Espiritu, Executive Assistant to Manager, Mayor/Council Staff Contact Information: Request to Sister Cities Advisory Commission (Agenda Language):  CONSIDERATION AND POSSIBLE ACTION: Appoint a Commission Vice Chairman.  Staff Summary (Background) Form Review Form Started By: Angela Padgett-Espiritu Started On: 12/19/2023 04:08 PM Final Approval Date: 12/19/2023  ITEM 7. TOWN OF FOUNTAIN HILLS STAFF REPORT    Meeting Date: 01/16/2024 Meeting Type: Sister Cities Advisory Commission Agenda Type:                   Submitting Department: Administration Prepared by: Angela Padgett-Espiritu, Executive Assistant to Manager, Mayor/Council Staff Contact Information: Request to Sister Cities Advisory Commission (Agenda Language):  REPORTS BY COMMISSIONERS AND TOWN MANAGER Staff Summary (Background) Form Review Form Started By: Angela Padgett-Espiritu Started On: 10/17/2023 10:52 AM Final Approval Date: 10/17/2023  ITEM 8. TOWN OF FOUNTAIN HILLS STAFF REPORT    Meeting Date: 01/16/2024 Meeting Type: Sister Cities Advisory Commission Agenda Type:                   Submitting Department: Administration Prepared by: Angela Padgett-Espiritu, Executive Assistant to Manager, Mayor/Council Staff Contact Information: Request to Sister Cities Advisory Commission (Agenda Language):  CONSIDERATION AND POSSIBLE ACTION: Approval of the minutes of the Regular Meeting of January 18, 2023. 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 recommends the APPROVAL of the minutes of the Regular Meeting of January 18, 2023. Attachments SUMMARY MINUTES  Form Review Form Started By: Angela Padgett-Espiritu Started On: 10/17/2023 10:52 AM Final Approval Date: 10/17/2023  TOWN OF FOUNTAIN HILLS MINUTES OF THE REGULAR MEETING OF THE FOUNTAIN HILLS SISTER CITIES ADVISORY COMMISSION JANUARY 18, 2023            1.CALL TO ORDER – Vice Chairman Tall    Vice Chairman Tall called to order the regular meeting of the Sister Cities Advisory Commission at 4:05 p.m.   2.ROLL CALL – Vice Chairman Tall Present: Vice Chairman Bev Tall; Commissioner Zarrin Caldwell; Commissioner Lisa Ristuccia; Commissioner James Wilson  Absent: Commissioner Marlene Fahrenbach  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 minutes of the Regular Meeting of September 21, 2022.       MOVED BY Vice Chairman Bev Tall, Commissioner James Wilson to APPROVE the minutes of the September 21, 2022, Regular Meeting of the Sister Cities Advisory Commission.   AYE: Vice Chairman Bev Tall, Commissioner Zarrin Caldwell, Commissioner Lisa Ristuccia, Commissioner James Wilson    5.CONSIDERATION AND POSSIBLE ACTION: Appoint of a Commission Chairman.       MOVED BY Commissioner Zarrin Caldwell, Commissioner Lisa Ristuccia to APPOINT Vice Chairman Bev Tall to Chairman of the Sister Cities Advisory Commission.   AYE: Vice Chairman Bev Tall, Commissioner Zarrin Caldwell, Commissioner Lisa Ristuccia, Commissioner James Wilson    6.CONSIDERATION AND POSSIBLE ACTION: Appoint of a Commission Vice Chairman.       MOVED BY Commissioner Zarrin Caldwell, Commissioner Lisa Ristuccia to APPOINT Commissioner James Wilson to Vice Chairman of the Sister Cities Advisory Commission.   AYE: Vice Chairman Bev Tall, Commissioner Zarrin Caldwell, Commissioner Lisa Ristuccia, Commissioner James Wilson    7.DISCUSSION AND POSSIBLE ACTION: Selection of a New Sister City.      A discussion ensued between the Commissioners and Town Manager regarding the criteria and selection process for a new Sister City. The Commission discussed selecting a new sister city to replace Kasterlee. They agree guidelines should be created first to help determine the compatibility and suitability of potential new sister cities.   A collaborative team is proposed for creating the guidelines, comprised of members from the Sister Cities Commission, the Sister Cities Association Board, and the wider community. The Commission would use examples from other cities as models when drafting their guidelines.   There is debate around whether Sister Cities International (SCI) approves and recognizes sister city relationships. It's clarified that SCI mainly doesn't allow the same foreign city to have multiple U.S. sister city partners.   Discussion covers responsibilities and activities between the Commission and the Association Board. A flow chart is suggested to clearly lay out roles, overlap, and gaps.   It's agreed personal connections to candidate countries are very valuable in fostering enduring sister city ties, but relationships cannot overly rely on individuals as people eventually move on. Succession planning and developing wider connections are important.   The merits of possible Asian sister cities are raised given existing European links, however, ease of travel and communication needs to be assessed.   8.NEXT MEETING DATE: Wednesday, May 17, 2023.      The next regular meeting of the Sister Cities Advisory Commission will be held, Wednesday, May 17, 2023, at 4:00 p.m. in the Council Chambers.   9.ADJOURNMENT    MOVED BY Commissioner Lisa Ristuccia, Commissioner Zarrin Caldwell to ADJOURN the regular meeting of the Sister Cities Advisory Commission at 4:50 p.m.   AYE: Vice Chairman Bev Tall, Commissioner Zarrin Caldwell, Commissioner Lisa Ristuccia, Commissioner James Wilson      SISTER CITIES ADVISORY COMMISSION SISTER CITIES ADVISORY COMMISSION ____________________________ Bev Tall, 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 Sister Cities Advisory Commission in the Town Hall Council Chambers on the  18 day of January, 2023. I further certify that the meeting was duly called and that a quorum was present. DATED this  16 day of  January, 2024.                                                                                         _________________________________                                                                                          Angela Espiritu, Executive Assistant ITEM 9. TOWN OF FOUNTAIN HILLS STAFF REPORT    Meeting Date: 01/16/2024 Meeting Type: Sister Cities Advisory Commission Agenda Type:                   Submitting Department: Administration Prepared by: Angela Padgett-Espiritu, Executive Assistant to Manager, Mayor/Council Staff Contact Information: Request to Sister Cities Advisory Commission (Agenda Language):  CONSIDERATION AND POSSIBLE ACTION: Approval of the minutes of the Regular Meeting of September 20, 2023. 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 recommends the APPROVAL of the minutes of the Regular Meeting of September 20, 2023. Attachments SUMMARY MINUTES  Form Review Form Started By: Angela Padgett-Espiritu Started On: 10/17/2023 10:53 AM Final Approval Date: 10/17/2023  TOWN OF FOUNTAIN HILLS MINUTES OF THE REGULAR MEETING OF THE FOUNTAIN HILLS SISTER CITIES ADVISORY COMMISSION SEPTEMBER 20, 2023            1.CALL TO ORDER – Chairman Tall    Chairperson Tall called to order the meeting of the Sister Cities Advisory Commission at 4:05 p.m.     2.ROLL CALL – Chairman Tall Present: Chairman Bev Tall; Commissioner Zarrin Caldwell; Commissioner Lisa Ristuccia  Absent: Vice Chairman James Wilson; Commissioner Marlene Fahrenbach  Staff Present: Interim Town Manager Rachael Goodwin; 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.    Christine Colley, President of the Fountain Hills Sister Cities Corporation was present.   4.REPORTS BY COMMISSIONERS AND TOWN MANAGER       Chairman Tall, emphasized the importance of Sister Cities for students to experience different cultures and languages. Chairman Tall believes that America lacks the significant differences in cultures and languages that other countries have. Chairman Tall said that she joined Sister Cities to promote this and encourage students to travel to different countries to see the world.   5.CONSIDERATION AND POSSIBLE ACTION: Approval of the minutes of the Regular Meeting of January 18, 2023.       Item was tabled by Chairman Tall due to the minutes being in verbatim format.  The item will be brought back at the January 2024 meeting in summary format for reconsideration.    6.CONSIDERATION AND POSSIBLE ACTION: on Proposed 2024 Meeting Dates.      MOVED BY Commissioner Lisa Ristuccia, SECONDED Commissioner Zarrin Caldwell to  MOVED BY Commissioner Lisa Ristuccia, SECONDED Commissioner Zarrin Caldwell to APPROVE the proposed 2024 meeting dates of the Sister Cities Advisory Commission.   AYE: Chairman Bev Tall, Commissioner Zarrin Caldwell, Commissioner Lisa Ristuccia    7.DISCUSSION AND POSSIBLE ACTION: Selection of a New Sister City.      There was extensive discussion about the criteria and process for selecting a new sister city. The committee is working to refine the criteria and will report back to the Commission. Getting input from Sister Cities International on cities looking for partnerships was suggested. Discussed challenges of finding engaged community members/leaders to champion a new sister city relationship. Student exchanges are already at capacity with current sister cities.     8.UPDATE: on the City of Zamosc Mayor Official Visit.      - German exchange students are visiting Fountain Hills in October. Sister Cities Corporation will help provide funding for their visit, including expenses for tours and transportation. The Town previously contributed funding as well, so Sister Cities will request support again.   - Representatives from Zamosc, Poland will visit in October, including the Mayor, who has not been to Fountain Hills before. There will be a welcome reception hosted at the home of a Sister Cities Corporation member, and the delegation will attend a reception at the October 17th Town Council meeting.     9.DISCUSSION AND POSSIBLE ACTION: Future Agenda Topics.      No discussion or action taken.   10.ADJOURNMENT    MOVED BY Commissioner Lisa Ristuccia, SECONDED Commissioner Zarrin Caldwell to ADJOURN the regular meeting of the Sister Cities Advisory Commission at 4:48 p.m.     AYE: Chairman Bev Tall, Commissioner Zarrin Caldwell, Commissioner Lisa Ristuccia      SISTER CITIES ADVISORY COMMISSION ____________________________ Bev Tall, 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 Sister Cities Advisory Commission in the Town Hall Council Chambers on the  20 day of September 2023. I further certify that the meeting was duly called and that a quorum was present. DATED this  16 day of January, 2024.                                                                                         _________________________________                                                                                          Angela Espiritu, Executive Assistant ITEM 10. TOWN OF FOUNTAIN HILLS STAFF REPORT    Meeting Date: 01/16/2024 Meeting Type: Sister Cities Advisory Commission Agenda Type:                   Submitting Department: Administration Prepared by: Angela Padgett-Espiritu, Executive Assistant to Manager, Mayor/Council Staff Contact Information: Request to Sister Cities Advisory Commission (Agenda Language):  DISCUSSION AND POSSIBLE ACTION: Selection of a New Sister City. Staff Summary (Background) Attachments New Sister City Selection Criteria  Form Review Form Started By: Angela Padgett-Espiritu Started On: 10/17/2023 10:52 AM Final Approval Date: 10/17/2023  ITEM 11. TOWN OF FOUNTAIN HILLS STAFF REPORT    Meeting Date: 01/16/2024 Meeting Type: Sister Cities Advisory Commission Agenda Type:                   Submitting Department: Administration Prepared by: Angela Padgett-Espiritu, Executive Assistant to Manager, Mayor/Council Staff Contact Information: Request to Sister Cities Advisory Commission (Agenda Language):  DISCUSSION AND POSSIBLE ACTION: Future Agenda Topics. Staff Summary (Background) Form Review Form Started By: Angela Padgett-Espiritu Started On: 10/17/2023 10:52 AM Final Approval Date: 10/17/2023  ITEM 12. TOWN OF FOUNTAIN HILLS STAFF REPORT    Meeting Date: 01/16/2024 Meeting Type: Sister Cities Advisory Commission Agenda Type:                   Submitting Department: Administration Prepared by: Angela Padgett-Espiritu, Executive Assistant to Manager, Mayor/Council Staff Contact Information: Request to Sister Cities Advisory Commission (Agenda Language):  NEXT MEETING DATE: Wednesday, May 15, 2024. Staff Summary (Background) Form Review Form Started By: Angela Padgett-Espiritu Started On: 12/19/2023 04:02 PM Final Approval Date: 12/19/2023