HomeMy WebLinkAboutRes 2026-02RESC]LC:�"I'If}1V .�'n. 2�Z6-D2
A RES(}I1L1TI(}ti UF THk. IL'IAVQR A�iU C{7UNCIL {7F T�IE TflW�i
OF FQC]N"CAIN NILLS, ARIZ(7.\'A, AYPRC}VING THE F[IUNTAIN
HILLS T[7WN C:DUVCIL RULES [lF PROCCI3URE, A�ICNDED
AND RESTATED TESRLTARY 3, �0�6
SE IT RESOLVED BY TF�E MAYDR A�ID C�UNCIL L]F THE T[]WN f]F FL]LINTAIN
HILLS as follows:
SECTIDN 1. Tl�c Town of Fauntain Hills, Aa�izona, To���ii Caui�cil Rules of Pro�cdur�,
Amcndcd arid Rcstatcd February 3, 202b, ai�c hereby appro��ed i�� substaiatially ttie form atta�licd
hercta as Exhibit A asld ir�corpai�ated hcrein by reference.
SE�'TIL}N Z. The itilayar, the To«�n Mazlager, lhe '["owtl Clerk and tf�e Town Atlor�icy are
t�ereby aut�}c�ri�ed and dirccted t❑ execute all dneumenls and take �11 ste}�s neccssary to caixy out
the: pur-���sc atzd intet�t af this kesal�itie�ii.
YASSEll ANll Al]UN�I'EI] by the Mayor and C'nun�il nf th� Tn�vn af Pnuntain Hills,
Fcl�r�iary 3, 2�2�i.
1�(}it THE TC7W�1 nF FC7LTNTAIN fIiLLS: ATTESTCU TCI:
/� ��� � r�.�
.
Gcn-y F edel, Mayor Be�elyn gen r, To z Clerk
REVIEWED BI':
/
Rachael G�o win, nG��n Manager
APPRUVED AS TU �C}RVI:
.� �
.ic�i� i cr .. VG'right o��i1 Attorncy
E�F-III3IT A
TC7
IZrS[7LiJTION N�. 2026-02
[Tn�vn Cotincil Rulcs nf' Praccdure, Amencied and Restatcd Fcbruaty 3, �[]26]
5�c following pages
T�WN �F F�UNTAIN H ILLS
��y� A�N �t
�° �������
o � ��� ..
L'• H
� i.
� ��.�� r
D.� - � �
�y!� , o��,
�hat is A�'ti�
��UNCIL RULES aF PR�CEDURE
Adopted August 7, 2�03 by �rdinance �3-'�7
Amended April 7, 2005 by Resalution 20�5-30
Amended No�ember 17, 2Q05 by ResaLution 20Q5-52
Amended November 'f 7, 24�5 by Resalutian 2D�5-63
Amended May '18, 2006 by Resalution 20D6-28
Amended �ecember 7, 200E by Resolution 200E-47
Amended ❑ecem�er 7, 2�06 by Resalutian 2aQ6-5�
Amended Jufy 2, 2�09 by Resolutian 2��9-29
Amended Na�em[�er 7, 2013 by Resolution 2013-�6
Amencfed February 6, 2Q1 �4 by Resolution �014-09
Amended MarGh 5, 2a1 g�y Resolutian 2�19-15
Amended September 3, 2019 by Resalution 2019-4E
Amended OGto�er5, 2�21 by Resolution �Q21-33
Amended February 21, 2023 by Resolutian 2023-D5
Amended March 21, 2023 by Resolution 2023-08
Amended September 6, 2Q23 by �esolution 2023-30
Amended April 15, 2025 by Resolution 2425-15
Amended November 18, 2025 by Resolution 2025-42
Amended Fekaruary 3, 2�2� by Resalution 2026-02
TA6LE �F GONTENTS
�1. RU�ES ❑� PRDCEDiJRE ..................................................................................�
1.1 PR�CEDL.IRES ...........................................................................................1
1.2 PRESIDING nFFICER ..................................................................................1
1 .3 PARLIAMEN�AR€AN ....................................................................................1
1.4 SLJSPEN510N ❑F TH� RULES ......................................................................2
1.5 MAYdR SEATING �F THE COLJNCIL ............................................................2
1.6 VICE MAY�R R�TATI�N .............................................................................2
� �. ❑EFINITIDNS .................................................................................................3
2.1 AG�N�A .....................�•---...----.....---..........----•--..............--�-----....................3
2.� AGENDA PACKET .......................................................................................3
2.3 CONSENT AGENDA ....................................................................................3
2.4 C�UNCIL ..................�-�--�..--�---�---�-�---�-�----�-�----•-•-�-�---.................................4
2.5 C�UNCIL Rl.1LES .....................................................................................�--4
2.6 MEETING -----� .............................................................................................4
2.7 N�iICE .................�-�----�-�--�-�-�-�-�-�-�-�-�-�---�--�-�-�------�--�-�-----�-........................4
2.8 �1.1�RLJM ...................................................................................................4
2.9 T�WN ........................................................................................................5
�3. MEETINGS ......................................................................................................fi
3.1 R�GIJLAR MEETINGS ..................................................................................6
A. Regular Meeting Date; Time . ....................................................................6
B. Hal€days .................................................................................................5
3.2 ADJOIJRNED M��TINGS .............................................................................6
3.3 SPECIAL MEETlNGS ....................................................................................5
3.4 W�RK SESSI�NS ............................�-�-�----�-�•-------.......................................7
A. Haw Can�ened; When Con�ened; Notice .................................................7
B. Purpose ..................................................................................................7
IIofVI11�PAGES RULES OF PR❑CEDUR�
3.5 E?CECUTIVE SESSI�NS ................................................................................7
3.5 EMERGENCY MEETINGS .............................................................................7
3.7 MEETINGS TD SE PLIBLIC ...........................................................................8
A. �pen to Publi� ....................................................................................•-•-$
B. Public Comment . ....................................................................................8
3.8 MINUTES OF MEETINGS .............................................................................8
A. 5taffing ......................�-�-�----............................---.....................................8
B. Recordings; �erbatim written minutes ......................................................8
C. A�ailability ..............................................................................................9
❑. Executive 5essians . ...................�--...........-�-----�------�-�----.........,...--�---.......9
E. Appro�aL ....................................................................................................9
�4. NDTICE AN� AGEN�A .................................................................................. "! 0
4.1 POSTING NOTICES ...................................................................................'iQ
A. Ti me . .................................................................................................... � �
B. L�cations .............................................................................................10
4.2 AGENDA PREPARATIDN ........................................................................�--1 �
A. A�ailability ............................................................................................10
B. 5ubmittaL Process .................................................................................1 Q
C. TimeLir��s for 5ubmission af Items . ........................................................ ��
D. Agenda �tem SubmittaLs for CounciL Exe�utive Sessions . ........................11
E. Agenda Packets . .............................................................�.........---�-�.........12
F. Rema�al Requests . ..................................................................................12
4.3 DISTRIBUTIDN �F NOTICES AND AG�NDAS ..............................................12
A. Capies ............................................................�.....................................12
B. Distribution ..........................................................................................12
C. Amendments ........................................................................................ � 3
IIIQfVIII�PAGES RULES ❑F PR�CE❑IJR�
4.4 DISTRIBLJTIDN OF MATERIAL5IHANDDU�S FDR PROP�SED LANGUAGE TD
AGENDA ITEMS ..............................�--�-�---�----�-�--�--..................-�-�------------.........--- � 3
�5. �Fi�ER DF BUSI N �55 ...................................................................................14
5.i �RDER �F 6U5lNfSS ...............................................................................14
5.2 REGUL.AR M��TINGS ................................................................................14
A. Ag�nda .................................................................................................1�4
S. RflIL Call f�r Attendance ............................................................•�-�----�....15
C. Statement of Participation .....................................................................15
D. 5ummary ❑f Current E�ents by Town Manager ........................................16
E. Praclamations, Awards, and Recognitions ..................•.-.-.-.-.---..................16
F. Presentations ..........................................................................................16
G. Cansent Agenda ...................................................................................16
H. RegularAgenda........-�-�----�-�-�-�•--�----�-�-��--�--� ..............�-��--�----.................17
I. Cali to the Publi� ......................................................................................19
K. Future Agenda ltems . ............................................................................2a
L. Adjournment ............................................................................................2D
M. Request to Camment Cards ..................................................................21
N. Maintaining Proper Decorum . ................................................................�1
❑. Regular Meeting Live Stream .........................•---.................................---.21
5.3 SP�CfA� MEETINGS ..................................................................................21
A. As 5ubstitute for R�gular Meeting . .........................................................21
B. Generally ..............................................................................................22
5.�4 W�RK 5ES51�N MEE71NG5 ......................................................................22
�6. PRQCE[7LJRES F�R C�N�UCTING THE MEETING ..........................................24
6.1 CALL T� ORDER ....................................................................................... 24
�.2 PARTICIPATIDN DF PRE5IDIN� �FFICER ..................................................24
IVOfVIIIIPAGES RULES OF PR�CEpIJRE
s.,� ��ESTioN ro B� srarEo ......................................................................... �4
6.4 RULE5IDECORUMIORDER .......................................................................24
A. AppLication . .......................................................................................... �4
B. RuLes of Deca�'um .................................................................................25
C. Enfarcemerrt af Decflrum . .....................................................�-�............,27
5.5 TE�.�C�NFERENCE PRDCE�UR� .............................................................28
A. Priar Notice . .........................................................................................28
B. Natativn an Agenda . .............................................................................28
C. Public Access . ...................................................................................... 28
❑. Notation in Minutes ...............................................................................28
E.6 ADDRES5ING TH� C�l.1N�ll� ...............................................�------�-�-��---.....28
A. Manner af Addressing the Coun��l . ........................................................28
B. Limitation Regarding Public Camment and Reparts . ...............................29
C. Motions ................................................................................................29
�. Addressing the Cauncil after Matian is made ..........................................32
E. Voting Pracedure ......................................................................................3�
�7. C�NFLI�T �� IN7ERE57 .........................�----.................................................34
7.1 iNTR0�l.1CTIDN .......................................................................................34
7.2 PL.IRPOSE ❑F CONFL.ICT �F INTEREST LAWS ............................................3�4
7.3 APPLICABlLITY OFTHE ARIZONA C�NFLICT OF INTERE57 LAW ..................34
7.4 DlSCLDSLJRE OF INTEREST .......................................................................34
7.5 WITHDRAWAL FR�M PARTICIPATI�N .......................................................35
7.5 RULE DF IMP�551BlLITY ...........................................................................35
7.7 IMPROPER L15E OF �FFICE F�R PERSDNAL GAIN .....................................35
7.8 SANCTI�NS FOR VIDLATI�NS ..................................................................35
7.9 N�N-STATUTaRY CON�LICTS DF INTEREST ..............................................35
�af�iil�PAGES RULES OF PR❑CEDURE
�a. C�DE �F ETHICS .........................................................................................37
PREAM BLE : ....................................................................................................... 37
8.1 OBEYTHE CONSTITLJTI�N AND LAWS DFTH� UNI�ED STAT�S nFAM�RICA,
THE C�NSTITLJTI�N, AND LAWS DF THE STATE OF ARIZ�NAAND THE �AWS �F
TH� TDWN �F F�UNTAIN HILLS. W�RK TO ENAC� AND ENFDRCE LAWS THAT
PROM�TE TH� WELL-BEING OF DUR C�MMIJNITY . ............................................37
8.2 AFFIRM �H� DIGNITY AN❑ W�RTH a� 1"H� SERVICES RENaERED BYTH�
T�WN G�VERNMENT AND MAINTAIN A DEEP SENSE OF SDCIAL RESP�NSIBILITY
A5 A TRUSTE� PUBLIC SERVANT . .......................................................................37
8.3 BE �E�ICATE� T� THE HIGHEST IDEALS DF HON�R, ETHICS, AN❑
INTEG RiTY . ........................................................................................................ 37
A. Publi� Canfidence . .............�---�-�----�-�----�-�-�--.........................................37
B. Impressian ❑f lnfluence .........................................................................38
C. Ad�ocacy ..............................................................................................38
8.�1 S��K N❑ FAVQR; B�LI�V� THAT PERSDNAL BENEFIT OR PROFIT SECURED
BY CDNFIDENTIAL DR PRIVILEGED INF�RMAT4�N ❑R BY MISLJSE OF PU6LIC TIME
IS ❑15H�N�ST . ..................................................................................................38
A. Private Employm�nt ..............................................................................38
B. Canfidentiallnformatian .......................................................................38
C. Gifts. ----• .................................................�---�--•---�----•---�-�-�•-----�-�-�--�.......38
❑. Investment in canflictwith official duties . ..............................................39
E. PersonaL re�ationships ..............................................................................39
�9. 6�ARD5, C�MMISSIDNS, AN❑ CDMMITTEES ................................................4D
9.1 REGULARLY SCHE�UL�D ❑R 1..1NSCHEDULED BOARDS, COMM15510NS AND
C� M M 17TE ES ..................................................................................................... 4a
A. CLassification .......................................................................................4D
B. Regularly 5�heduled . ............................................................................4Q
C. lJnscheduled . ....................................................................................... 4a
VIOfVII��PAGES RULES OF PR❑CEdURE
❑. Sunset .....................................�......................................---�----..............41
9.2 SELECTION ❑F BQARD, C�MM15510N, �R COMMITTEE M�MBERS............41
A. CallforAppiicatians ..........................................�-�-�-�-�-�----.....................�11
B. Ad�ertisinglTiming and Location . ...........................................................4�
C. Ad�ert€sement Cantents ........................................................................42
❑. Staff Re�iew ..............................................�--�-�--.....-�-�-�----�----................42
E. Cauncil Materials .....................................................................................42
F Subcammittee Reviewllnter�iew ...............................................................42
G. Sub�ammittee Re�ommendation . .........................................................43
H. Council Consideration . .........................................................................43
I. Natificatian of Council Meeting .................................................................43
J. Nvtification vf Cflun��E A�tivn . ..................................................................43
K. Appointee ❑rier�tation . ..........................................................................43
9.3 R£COMMENDATIDNS F�R APP�INTMENTS TD B�ARDS, COMMIS510N5
AN❑ ��MMITTEES.--�-�-�--�-� ................................................................................44
A. Appointments 5ubcommittee ................................................................44
B. Su�cammittee Purp�se .........................................................................44
C. AppaintmentTimin� ..............................................................................44
9.4 QUALIFICATI�NS FOR APP�INTMEN�S; EMPLDYEES OR APP�iNTED
OFFIC�RS A5 M�MBERS ................................................•----...............................44
A. Minimum QuaLificatior�s . .......................................................................44
B. Prohibited Appointees ...........................................................................45
C. Ex-Officio Members ...............................................................................45
9.5 T�RMS, VACANCIES, REMOVAL .............�--�-�-�----�-------�--............................�5
A. �erms ...................................................................................................45
B. 5taggered Terms for Smaller goards . .....................................................45
VIIOfV11i�PAGES RULES OF PROCEDURE
C. Staggerad Terms t�r Larger Boards .........................................................46
D. 5imultaneous Servi�e �imitatian ............................................................45
�. Vacancies ................................................................................................46
F. Remo�al ....................................�-�--�------�-�-�--•--�--......-�-�---........................45
G. FillingVacancy.....---•--� ..........................................................................45
H. Re-appointment ....................................................................................47
9.6 APPLICABiLITY �F THE ARIZ�NA �PEN M��TING LAW ..............................47
9.7 RE5I�ENCY REQUIR�M�NT ......................................................................47
Appendix A: 5ample Request to Comment Card .....................................Appendix A
VIIIOfVI11�PAGES RLILES �F PROCEdURE
�1. RULES DF PR�CEDURE
1.1 PROCEDURES
The foll�wing are the basis for an� are used in canjunction with these basi� Rules of
Procedure for meetings af the Council, Baards, Commissions and Cammittees:
A. 5tate Law
B. Town Cade, includingthese CounciL Rules
C. Parliamentary Pracedure at a GLance, New Editian, O. Garfielci Jones
D. Roberts Rules af Order, '12th editian, as amended
In case of incansisteney, conflict, or ambiguity amang the documents listed aba�e,
su�h do�uments shalL go�ern in the order in which they are listed.
1.2 PRE5IDING DFFiCER
As pro�ided bythe Tawn Code, the Mayor, or in the Mayor's absence, the Vice-Mayar,
is the Presiding Officer of aLl meetings �f the Council. In the absence or disability vf
taoth the Mayar anc� the Vice-Mayor, the meeting �hall be called t❑ order by the 7own
CLerk or design�e whereupon, the Tawn Clerk shall immediately calL farthe seLection
of a temporary Presiding ❑fficer. If a maj�rity of the Cauncilmem�ers present are
una�le ta agree ❑n a Presidir�g �fficer for the meeting, the meeting shaLl
autvmaticaily be ad}ourr�ed, and all agenda items shall be �arried ❑�er to the next
reguLar Council meeting.
1.3 PARLIAM ENTARIAN
The Tawn Attarney shalL serve as Parliamentarian for all meetings. The Town Clerk
shall act as Pariiamentariar� in the absence ❑f the Town Attarney and the Town
Manager shall act as Parliamentarian in the absence of bath the Tawn Attorney and
Town C le rk.
1vf47�PA�Es RULES OF PRDCEDURE
1.4 SUSPENSl�N �FTHE RULES
The Council, f�y a three-quarter �ote ❑f alL members present, may suspend strict
obser�ance of these Cauncil RuLes or ❑ther palicies and procedures for the timely
and vrderLy progression of the m�eting; pro�ided, howe�er, that a simple majarity of
the Cauncil may �ause a change in the �rder of items vn the agenda.
1.5 MAY�R SEATING ❑F THE C�UNClL
The Mayor, priar ta the first meeting heLd in December, will pra�ide the
GounciLmember seating chart tQ the iown Clerk.
� .6 VICE MAYDR R�TATI�N
The eight-mar�th rotation ofi the Vice Mayor is based in arder of khe highesk number af
�otes recei�ed at w�rich the councilmember was elected as pro�ided for on the final
elect�an resutts recei�ed from Maricopa County El�c'tions. If Cfluncilmember(s} wins
at the Primary Electian, the Caurrcilmember�s� will placed ahead of thvse
Councilmem�aer�s) who win at the Ganeral �l�ction, utilizing the sarr�e pracess as
just stated.
20f47�PAGES RULES �F PR❑CE�URE
��►#�7��1�1��[il�l�
2.1 AGENDA
As set farth in the �rder of Business, an agenda is a farmal listing of items to be
considered by
�i} the Cauncil at a noticed meeting vf the Cauncil or
�ii} the appli�able Board, Commission or Committee at a noticed meetirsg
of that body.
The cantent af the agenda may nat be changed Less than the Thursday prior to the
pub�ic meeting, ex�ept in exceptiona[ circumstances, but in r�o e�ent shall ti�e
agenda be altered less than �4 haurs prior ta the public meeting, unless otherwise
au�horized hy State Law.
2. 2 AG E N DA PAC KET
A compilation of documents supportingthe items Listed vn the agerrda ancf requiring
Council consideration or action, which may �e used by Coun�il, staff and the public
for more in-depth information than may t�e preserrted in an oral repart. The agenda
packet is arganized as set forth in the �rder af Bu�iness in 5ectian 5 �Oelow and is
generally made a�ailable electrvnically to the Council and to anyone on the Town's
website by 5:�0 p.m. the Thursday priar ta the date of the meeting.
2.3 CDNSENT AGENDA
Items listed an the Cor�sent Agenda are considered ta be rautine, nan-cflntra�ersiat
matters and will be �na�ted kay one motion and �ote ❑f the Coun�il. AlE mations and
subsequent approvals of Consent Agenda items will include all r�cammended staff
stipulatians unless atf�erwise stated. Ther� will be no s�parate dis�ussion vf these
items LI11��55 a Coun�ilmem�aer or member af the public sa requests. If a
Councilmember or member of the public wishes t� discuss an item on the �ansent
agenda, helsh� may request sa prior to the mation ta accept the Consent Agenda ar
3of47�PA�ES RLJLES ❑F PROCE❑URE
by notifying the Town Manager priar to the date af the meeting. The item wiLl be
remo�ed fram the Consent Agenda and considered as the f�rst item on tt�e Regular
Agenda.
2.4 COUNCIL
ColLectiveLy, khe Mayor and Cammon Coun�iL of the Tawn ❑f Fountain HilLs.
2.5 C�UNCIL RULES
The Tawn of Fauntain HilLs, Ari�ona Town Councii Rules af Pracedure.
2.5 ME�TING
The gathering, in persan ar �y technal�gical devices, af a quorum of the Council,
Boards, Commissions ar Committees, at which the �aunc�Lmembers, Board
memk�ers, Commissioners, ar Cammittee members discuss, propose ar take [egal
action, including any deliberatians by a quvrum with respect to such actian. If a
quorum is not preser�t, thase in attendan�� will b� named for the reGard by the Tawn
Clerk or the staff Liaisan far a Board, Cammission ❑r Committee.
z.� NOTicE
A formal annaun�ement to the public that sets the date, time and the place at which
a meeting will be held. 5uch notice ❑f ineetings shall be in accardance with the State
Law, the Tawn Code and these CaunciL Rules. Council wilL appra�e the new calendar
year meeting schedule ak the first council meeting in Qecember.
2.a QuoRUM
The minimum number of Members of the Council, Board, Commissiar�, or
Cammittee that musk be present in order for busin�ss ta be legally transacked.
Unless atherwise spe�ified in 5tate Law ar the Town Code, a quorum is the majarity
of inembers af the {�ublic body.
4of474PA�E5 RULES OF PFt❑CEDURE
2.9 T�WN
The Tawn of Fauntain Hills, an Arizana municipal corparation.
50f47�PAGES RULES �F PROCEDLJRE
�3. MEETINGS
3.1 REGIJLAR MEETINGS
A. Re�uLar Meetin� Date: Time.
The Caun�il shall hold reguEar meetings an the first and t�ird Tuesday of eaci� month
at 5:3D P.M. When deemed appropriate, arry reguLar meeting date afthe Cvuncil may
be change� vr cancell�d by a majority of the CounciL Natice of the r�sch�duled ❑r
cancelled meeting shall be gi�en to the public as is reasa�able and practicable under
the circumstar�ces and in comp�iar�ce with State Law. ALi reguiar meetings shall be
heLd at the Town HaLL �ouncil Chambers or at su�h places as may be prescribed by
the Mayor or the Town Manager. The Cauncil may pro�ide for a"Call ta the Public" at
such regular meetings.
B. HoLidays.
When the dayfor a regular meeting of the Council faLls an a l�gal holiday, n❑ meeting
shalE be held an such a haliday, but such a meeting shalL be held at the same time
and the same Locativn an the day designated by the Gouncil that is nat a holiday,
unless the m��ting is otherwise canceLled by the CaunciL.
3.2 ADJnIJRNE❑ MEETINGS
Any meeting may be adjvurr�ed to a certain time, place and date, but nat beyand the
next reguLar CaunciL meeting. �n�e adjourr�ed, the meeting may not be recon�ened
except at the time, date and place pra�ided for in the motian to adjourn. Recon�ened
meetings shail r�at provide for a"Call to the Public".
3.3 SPECIAL MEETfNGS
The Mayar, the �awn Manager, ❑r the Town C[erk (upan the written request of three
Counciimernbers}, may con�ene the Cauncil at anytime after gi�ing at least 24 hours'
notice af suc� a meeting t❑ members of the Council and the publi�. The nvtice shall
6af47�PAGEs RULES ❑F PRDCE�IJR�
include the date, place, time �nd purpose vf such a special meeking. Special
meetings sha�l r�at pro�ide far a"CaLI t� the Publi�".
3.4 WDRK SE55i0N5
A. How �onvened: When Convened: Natice.
The Mayar ❑r the Town Manager {at his awn discretion ❑r upvn the writken request of
three Cauncifinembers} may canvene th� Coun�ii in a work session at any time after
giving notice at least 24 hours in ad�ance af such a work session to members of the
Coun�rl and the general public. 7he n�tice shall in�lude the date, p1aGe, hour and
purpose af such wo�k sessivn.
g. Purpase.
Wvrk ses�ions are heLd for the purpase of presentations and discussi�ns ❑n such
issues that require mare in-depth consideration by the Cauncil than may be possible
at a regular meeting. N❑ farmal actian vf the CvunciL may be taken at �uch a work
session, other tha� cansensus ❑r con�eying d€rections to staff fvr further action.
Work sessivns shatl not prfl�ide far a"Call to the Public."
3.5 �XECUTIVE SE551�N5
5ubject to appLicabLe State Law, the Cour�cil may hold such �Losed executi�e
sessions as necessary t❑ cflndu�t the business of the 7own as allow�d by 5tate Law
such as regarding personnel or for the purpase of ❑btaining legai counssl. Executive
5essfans are closed to the pubLic and shall rr�t prv�ide for a"Call ta the Public."
3.6 EMERGENCY MEETINGS
As pra�ided by State Law, the Mayor ar�d Council or the Tawn Manager may call a
special emergency meeting ta discuss or take action an an unforeseer� issue where
time is of the essence and sufficient time does not prvvide for the pasting of a
meeting notice 24 hvurs or more before the meeting. Natice of an emergency meeting
❑f the Counci� will be pasted within 24 hours fallowing the holding of an emerg�ncy
meeting. The notice will include the emergency meeting's agenda and a brief but
7of47�PA�ES RULES DF PROCE❑UR�
�ompleYe description of the nature ❑f the emergency. Emergency meetings shaLl not
pra�ide #or a"CaIL to the Public".
��u1�1��1►L��� : 1�1: [f
A. ❑pen ta_ Pubfic,.
With the exceptian af ex�cuti�e sessions, all regular, special and work ses�ion
meetings of the Cauncil, 6oards, Commissians, and Committees shalt be vper� to
the pubLi�, including members ❑f the media. Where practi�able, aLl regular, special,
and wark session meetings ❑f the Council shaLl be li�e-streamed thraugh the �own
website, the rec�rding �� which such shaLl be archived ar�d avai�able to the public.
Members of the puhli� w�shing ta record meetings using professionaL audio or videa
equipment must pro�ide written notification to the Town Manager, ❑r designee, at
least one hour bef�re the meeting befvre setting up any prafessional equipment.
g. Public Comment.
Public camment is nok taken at executi�e or wari� sessions, �mergency meetings vr
at spe�ial meetings, unless the special meeting is held in place of a reguLar meeting,
or unLess the speciaL meeting includes a public hearirrg an the agenda.
3.8 MINIJTES �� MEETINGS
A. 5taffi r��,
The Town Clerk sh�ll ensure staff attendance at all regular, special, wark ses�ion,
emergency and executi�e session meetings ❑f the Council for the purpose af taking
notes andlor audi� recvrdings of khe meeting. The �own staff liaison ta each Board,
Commission ar Committee shal� ensure staff attendance at all meetings for the
purpose af taking notes andlar audio recordirrgs ❑f the meetir�gs.
B. Recordin�s: verbatim written minutes.
To the extent pass�ble, all open, public meetings shalL be recarded by means af audio
ar�ide� technoLogy. In addition, written minutes refLecking legistative intent shall be
taken so that an a�counting af th� issues discussed, and actions taken are compiled
and entered inta the permanent minutes and kept on file in the Dffice of the 7�own
Clerk. Audiv or vide❑ recvrdings of ineetings wiil be retained fvr a period of time in
Svf47'�PA�Es RULES OF PROCEQURE
accvrdance with the current Town af �ountain Hiils andlor 5tate of Arizana a�prov�d
re�ords retention and dispositian schedu�es. Minutes shall identify s�eakers by
name and shatL indicate whether they are Fountain Hills resident�, and whether they
support ar appose the proposed actian {i.e. "far" ❑r "against") alorrg with a summary
of the speakers' verbal �omments pra�ided at the meeting. Comment cards
submittec{ hy individuals nat wanting t❑ speak in-person but desiring to indicate
whether they support ar op�ase the proposed agenda a�tion (i.e. "for or against"} wilL
be taLLied by the Town �lerk and announc�d. A summary cvunt will �pe in�luded in the
meeting minutes. These camment cards will nat be read.
C. A�ailability.
AlL meeting minutes �f the Caun�il, �flards, Commissions, and Gammittees are
deemed to be pu�lic records, with the ex�eptifln of executive sessifln minutes,
which, while they fall und�r the definition of and are considered public recards by
5tate Law, are deemed confidentiaL and are only a�ailable under limited conditions
ar by C�urt �rder. Trans�ribed mir�utes, or the audi❑ ar videa recardings af all apen
meetings of th� Coun�il, 6oards, Cammissions, and Committees must be a�ailable
far pubLic re�iew by 5:00 p.m. on the third wark�ng day fall�wing each meeting, or as
pra�ided by State Law. TY�e T�wn Clerk, ❑r designee, shalL errsure t�at the minutes of
aLL reguLar, spe�ial meetings, and work 5E5510115 of th� C�uncil, Boards,
Cflflit"T11551�C1S, ar�d Committees are made availab�e thr�ugh the �Fawn's Website
within two wvrking days fallawir�g their appraval, vr as pravided by 5tate L.aw.
❑. Executi�e 5essions.
Minutes ❑f exe�uti�e sessions j�) shall be canfidential; (2� are maintained and
secured by the Town Clerk; and �3} may be accessed only as pravided by 5tate Law.
E. A�o�ravaL.
Minutes af all meetings af the Cauncil �ather than executi�e sessians} may be
appra�ed under the cansent agenda, unless remaved for dis�ussian and separate
actian.
9nf471PA�E5 RULES �F PR❑CEDURE
�4. N�TICE AND AGENDA
4.1 PQSTING N�TICES
A. Time.
The Town Clerk, or authQrized designee, shaLL prepare all public meeting nvtices of
the Council, and shall ensure posting of the meeting nati�es no less than 24 hvur�
faefore the date and time setfar said meetings in accordance with State Law. The staff
liaisan ta each Board, Commissivn or Cvmmittee sha�l errsure that agendas are
pvsted in the same manner as for the Cauncil.
g. Lacations.
The Fountain Hills Town Cade, Section 2-4-3, states meeting natices shall �e posted
at a minimum �f three locations within the Town, including the Community Center,
Tawn Ha�l, and the T�wn's we�site.
4.2 AGEN[7A PREPARATI�N
A. AvailabiLity.
The Town Manager, ar desigrree, shall prepare the agendas for all meetings of the
Cauncil as set forth. Ager�das of all meetings af the Council shaLl gen�ralLy be
a�ailable t❑ the �ublic on the Thursday �riar t❑ said meetings, except in exceptionaL
�ir�umstances. Irr na e�ent shalL the ager�da be macfe available less than 24 Y�ours
prior ta said meeting unless authorized by State L�aw. Agendas and agenda packet
materials are made a�ailabie thraugh the Town's website. �he staff liaison t❑ each
Board, Cammission ar Committee shall ensure that the agenda is a�ailable in the
same manner as required for the Counci�.
B. 5ubmittal Pracess.
Items may be placed on the Cauncil agenda far ciiscussion and possibLe action by
the following pr�cess (the agenda pracess for Boards, Commissions o�- Committe�s
sha[L be as determined by the applicabLe Department Head, which shall be
substantially the same as the CvunciL agenda submittal process}:
7Dof47�PA�ES RULES ❑F PR❑CEDURE
ti. All Deoartments: Preparati�n af the 5taff Report with signatures af the
department dire��or and staff (inGLuding aLL attachments) are pro�ided ta the
Town Clerk for submittal ta the Town Manager rrot later than the Morrday prior
t❑ date of the meeting. The TQwn Manager appraveslamends items and signs
off, finalizing the item for in�Lusion in the agenda packet.
2. Cauncilmembers: A Cauncilmember with the supp�rt of two additional
Councilmembers, may direct the Tawn Manager, thraugh the Future Agenda
item �ategory, ta place an item an the next a�ailable agerrda within the next
three meetings for considerati�n and passibLe a�tian.
3. Mavor. Tawn Mana�er. and Town Attarnev: The Mayor, 7own Manager,
or Tawn Attarney may p[ace an ite�n on the agenda by submitting appropriate
d�cumentation #o the TQwn Cierk.
4. Person ❑r Grauq: A persfln ❑r graup may request an item be pfa�ed vn
an agenda thraugh the Mayar or a Cauncilmember.
C. Timelines for Submission af Items.
1. Agenda items shall be submitted ta the Town Manager by 2:Da p.m., not
less than eight calendar days privr ka regular, work sessians and �pecial
meetings to ensure timely deLivery to Councilmembers.
2. The Tawn Manager may appra�e exceptions ta the schedule irr ❑rder to
ensure ti�at the distributian of all agenda packets to the Councii is in
�anforman�e with th�se Cour�ciL Rules.
3. Any requests requiring audiol�isual support must be submitterf t❑ the
Town Clerk far �vordinatiar� wFth the information and technalagy division a
minimum af 24 f�ours prior to the meeting. Department directors are
responsible far abtaining presentation materials fr�m applicants or
presenters irrvolved in their respective agenda items.
❑. A�encla Item 5ubmittals far CounciL Executi�e Sessi�ns.
ltems may be placed on the agenda fvr the Cau�cil executi�e session dis�u�sior� �if
in camplian�e with the Town Code and applicabLe State Statutes� by the fallowing
pro�ess:
17of47�PAGES RULES ❑F PRQCE❑L.1R�
1. 5ubmissian hy a Councilmember, the Town Manager, ar the Town
Attorney jwith notice tv all Caun�ilmembers�.
2. Submission by the Mayor (with notice t❑ all Councilmembers�.
3. The Town Manager and the Town Attarney shall re�iew the submittal far
�}CBCL1tIVB 5B5SIOIl CI15CL155i01'15 priar t❑ placement ❑n the agenda, to ensure
that the item is the proper subject af an executi�e session pursuant to 5tate
Law.
4. The Tawn Attarney shalL ad�ise the Town Clerk regardingthe apprapriate
agenda Language af executi�e sessian items.
E. A�enda Pa�kets.
Agenda Packets for all noticed meetings (�xcept executi�e session dacumentatian}
of the Cauncil sha[l be made a�aiLable to Cauncil members sf�ctronically, at l�ast
fi�e days before regular meetings and woric sessi�ns; pr��ided, howe�er, that agenda
packets may be supplemented later under specia� cir�umstan�es sv lvng as rro
agenda packet material is made a�ailabLe less than 24 hours prior to ths meeting,
except in the case of exceptianal circumstances or an emergency meeting.
F. Rema�al Reauests.
Requests to ramove items from the �onsent Ag�nda ac�urring after the 24-hour
posting deadline will be announced by the Mayar at the beginning of the meetir�g. The
posted agenda will remain unchanged.
4.3 ❑ISTRIBUTI�N aF N�TICES AN❑ AGENDAS
A. Capies..
The Tawn ��erk shaLl ensure that the Mayor and Caunci� recei�e copies af alL meeting
nratices and agendas and any documentation pro�ided for �aid meeting
�Lectronically, on t�e Thursday prior to the meeting, unless exceptional
circumstan�e� require a later delivery.
B. Distributian.
The Tawn CLerk shalL ensure thak the meeting notices, agendas and packet
documentation, as deemed necessary, are posted t❑ the Town's website and made
12af471PA�E5 f�ULES OF PRQC�pIJRE
a�ailabLe t� the Maynr and CounciL, the pubLic, 7vwn Manager, Tawn Attorney, and
staff electranicalLy �y 5:D❑ p.m. on the Thursday priorto the date of the meeting.
C. Amendments.
A posted agenda may be amerrded up tv 24 haurs prior to the meeting. In ex�eptEanaL
circumstarrces, an agenda may �e amended up to, but not less than, 24 hours prior
to the meeting, unLess otherwise autharized by 5tate Law. Amended agendas shall
indicate the date amended.
4.4 D15TRIBLJTI�N flF MATERIALSIHAN��LJTS FDR PR�P�SE❑
LANGIJAGE TD AGEN�A ITEMS
Mayor and Cour�cilmem#�ers: The Mayar ar�d Councilmembers may submit a
dacumentlhandout far consideration regarding an item on the next Council agenda.
The documentlhandout must be presented t❑ the Town CLerk, flr designee, n❑ Later
than 12:00 PM Noon the day before the �auncil meeting. Handouts submitted aft�r
the deadline will not be disseminated t❑ the Caun�il for �ansideration.
The Town Clerk wiLl pro�ide copies ❑f the Mayor'slCaunciLmember's handout(s�
alangwith any vnlirre public comment cards an the dais priorta the Coun�il meeting
and will announce the documents when that agenda item is under cansideratiar�.
7his process will ensure the Tflwn Clerk has the documentlhandout for the
permanent recard, solve any transparency 45SLIE5, minimize any potential op�n
meeting�iolatians, and a�oid anydisruptian duringthe Cauncit meeting.
13vf47�Pa�Es RULES OF PR�CE❑URE
�5. �RDER �F BU5INESS
5.1 �RDER OF BlJ51NESS
The �rder of Business of each meeting sha�l be as contained in the agenda. The
agenda shaLi be a sequentially numbered li�ting by topic and a brief description of
k�usiness items that shaLl be taken up far cansid�ratian.
5.2 REGULAR MEETINGS
A. A�enda
The agenda shaLL be prepared su�skantially in the faLlawing order, but may 4ae
amended far brevity:
AGENDA
1. Call ta �rder & Pledge of ALlegiar�ce
�. Invocatian
3. RollCall
4. Statement �f Participation
5. 5ummary of Current E�ents byl"own Mar�ager
5. Proclamations, Awards, and Recagnitians
7. PreserrtatiQ�s �if any}
8. C�nsent Agenda
9. ReguLarAgenda (acti�n items grouped by subject to the extent pvssibLe}
1 a.Call to the PubLic
11.Council ❑is�ussianl�irection to the Town Manager
12.Future Agenda Iterns
13.Adjaurnment
AlL agendas shall ha�e the following statement placed at the bottom:
The Tawn of �auntain Hills endea�ors to make ail pubiic meetings accessible to
persons with disabilities. Please call48a-8"�6-51a� j�aice} ❑r 1-SOD-357-8939 ��DD}
the Thursday priar to tha meeting ta request reasanabte aG�ammodation ta
14of47�PAGES RULES QF PR❑CEaURE
participate in this meeting �r to abtain agenda informatian in large �rint format.
5upparting docume�rtation and staft reports furnished to the Council are a�ailab�e
for re�iew in the Tawn Clerk's office an the day of the Caunci� meeting, the Council
Chamber doors open at 5:15 PM fvr pubLiG seating.
g_ _ Roll Call for Attendance.
�vllowingthe In�ocation and befare proceedingwith the business ofthe CounciL, the
Presiding �ffi�er shall direct the �awn CLerk ar designee t❑ call khe Roll, and the
names of CounciLmembers both present and a�sent shall be entered into the
minutes. Yhe order af roLl call for att�ndanc� shall be: Mayor, Vice Mayor ar�d ther�
Councilmembers from the Mayor's far right to the Mayor's far Left.
C. Statement af Particiqation.
The 5tatement of Participativn may be included ❑n the Agenda and folLowing roll caLL,
shall !oe read ar dispLayed at each ReguLar Coun�il meeting, and sha[l state as
follows:
Anyvne wishing tv address the Council regarding items Listed ❑n the agenda or
during CaIL ta the Public must completely fill out a Request to Comment card
located in the ba�k af the Cauncil Chambers and hand it ta the Town Clerk
prior ta the start of the meeting. �n�e the meeting has s�arted, fate requests
to speak cannot be accepted. When yaur name is called, please approach the
podium, speak int❑ the microphone, and state your name and if you are a
resident for the public record. Cammer�ts may nat excs�d three minutes. It is
th� poLicy af the Mayor and Council notto comment an items braught forth
under"Call tv the Public." Howe�er, staff can be directed tv repart bacic t❑
the CounciL at a future date orta schedule items raised for a future Cauncil
agenda. Ta a�oid disruptian af the meeting, to maintain decorum, and pro�ide
for an equal and uninterrupted presentation, appLause is not permitted, except
during Pra�lamations, Awards, and Re�agnitions. AlL meeting parti�iparrts
must maintain praper decorum as specified i� Section 6 ofi the Council Rules
of Procedure.
15af471PAGE5 RULES DF PROCEbURE
D. Summary af Current E�ents byTawn Mana�er
A three-minute summary af current e�ents may be gi�en by �awn Mar�ager on Tawn-
sponsored e�ents andlor activities. (The Arizvna �pen Meeting Law does nat allow
dis�ussion or action on any matter mentioned during the Summary ❑f Currer�t
E�ents.�
�. Prackamatians, Awards. ar�d Re�a�niti�ns.
The MayarlPresiding �fficer or hi�lher designee may read Pro�lamatians, present
Awards, recognize members of the community, ❑r �onduct other cerernonial matters
as listed on the posted agenda.
F. Presentatians.
The Town Ma�rager may use the Presentatians se�tian tv provide the Council with an
update from ❑epartment Directors, contracted ser�ice pro�iders, neighbvrir�g
�urisdictions, and regianaL organizations.
G. Consent A�er�da
1. The Co�sent Agenda incLudes items that are vf su�h nature that discussian is
rrot required, ❑r issues that have heen previvus�y studied by the CaunciL These items
may be adopted by one mation and �ote.
2. There is n❑ detailed discussion an items listed un�er the Consent Agenda,
unless a memfaer af t}�e Cauncil or any memb�r af the pub{i� in attendance at the
meeting requests that an item or items be remo�ed far discussion. Cauncilmembers
or the public may not ask a question withQut removal gf the item fram the Cansent
Agenda.
3. Items rerno�ed from the Cansent Agenda are corrsidered as the first item on
the ReguLar Agenda, unless called aut of sequence as provide� under Section �.4.
{Suspensian af the Rules�
4. An explanatory statement shall b� included ❑n the Agenda immediateiy
preceding the Cansent Agenda headi�rg:
All items listed are carrsidered ta be rautine, non-�onkroversial matters ar�d
will be �nacted by one motion and �ate of the CounciL ALl motions a�c!
subsequent appra�aLs of consent items wiLl incLude aLL recommended staff
16af47�PAG�S Ru��s o� PR❑CEQIJRF
stipuLations unless atherwi�e stated. 7here wiLl be no separate discussion af
these �tems unless a Counci�mem�er or mem�er of the �Oubli� sa requests. If
a Councilmember ❑r member of the pubLi� wishes ta discuss an item ❑n the
Conserrt Agenda, h�lshe may request so prior ta the matian t❑ a�cept the
Consent Agenda or with notificativn tv the Tvwn Manager or Mayor priar ta the
date ❑f the meeting for which the item was scheduled. The item will be
�emaved fram the Consent Agenda and considered as the first item on the
ReguLar Agenda. The remaining items on the Conser�t Agenda wil[ be enacted
by flne mvtian and �ate of the CounciL.
H. Re�u�ar Agenda.
1. Atthe time each business item is presented to the Council, theTown staff shall
present a repart on the subject and the applicant, if any, may also speak.
2. The Mayar or the Tvwn Clerk, or designee, will then �all the Request to
Camment cards of those persons desiring t� pra�ide input and camments. At the
appointed time, speakers will be ca�led in the order the cards w�re re�ei��d
alternating between thase "for" and "against" the agenda item.
3. Thvse speaking before Council wiil be allowed a maximum �f three minutes tv
addr�ss Counc�l, but time limits may be exkended Qr redu�ed, �a� upon ad�ice of the
Town Attorrrey, �bJ atthe dis�retian of the Town Manager upan request by the speaker
not less than 24 hours priorta a meeting, �c} cansensus ❑f the CaurrciL at a meeting
or �d) the Presiding �fficer either priar t❑ ar during a meeting. 5peakerS may nat �a}
reser�e a portion vf their time for a lat�r time, ar �f�} transfer any portion ❑f their time
to ar�other speaker.
4. Questions or camments from the public shall be Limited ta the subject under
consideration. The total time allacated far questians and comments from the pu�Lic
per agenda item shal� not exc�ed 3fl minutes, unless that time is extended as
pra�ided under Section 1.4 {5uspension ❑f the Rules}. If there are more than ten (1 �}
�omment cards requesting to speak, the Pres�ding Offi�er may, at t�re beginning of
the agenda item, limit khe number of speakers or limit the amount of time per
speaker.
770f47�PAGES RLILES ❑F PR❑C�DUR�
5. The Towr� CLerk shall use light andlor sound �ignels to indicate the
commencement af the time for s�eak�ng for each speaker and a warning light will
flasi� to show that the appropriate time has passed. A red light, ar saund will signal
that there is no langer any remaining time. Furth�rmore, the Mayor, Towrr Clerk, or
ather Town staff may mute the micrQphone when the speaker's time expires.
6. The Town Clerk shalL a�so notify the Presiding Officer when the total time
alLocated far all speakers expires.
7. 5peakers may also use the �nline Requesk to �amment form to pro�ide input
regarding an item an the agenda. The anline Request to Comment form is faund on
the Tawn's we�asite. 7h� speaker must completely fill out the ❑nline form, listing a
specifi� agenda item and submit the form nv later than 12:aa p.m. an khe day befare
the Cauncil meetin� that this item is on the agenda. The �own Clerk will pra�ide
electronic capies of these oniine Request to Comment forms t❑ C�uncilmembers.
Comments pra�ided thraugh the ❑r�line form pracess will nat be read out loud at the
meeting but will be grouped and tallie�f togeth�r by the agenda item number and by
categories "for and against". The Town Clerk, ar designee, will announce the number
of cards received, if any, and numiaer reGei�ed per category.
8. Generally, agenda items requiring pubti� hearings, other than those of a quasi-
judicial nature, shall be cvnducted in the fol�owing arder:
a. The Presiding Dfficer will anr�our�ce the matter khat i� set forth #or a
pubiic hearing, wiLl then ❑pen the public hearing, and, if appropriate, ask the
staff to pro�ide a report of the matter.
b. The Presiding ❑ffi�er will then asK khe appliGant, if any to speak
regarding the matter.
c. Ti�e Presiding Offi�er wiLl request the Town CLerk, or designee, to call on
thase wh� ha�e submitted Request to Commenk �ards.
d. After aLl public comments are heard, the Presiding Dfficer will clase the
public hearing and may ask staff or the applicant to respond to the comments.
e. Councilmembers may ask the appLicant questions thaugh the Presiding
Officer.
18vf47�Pa�Es RULES �F PR�CE❑URE
f. The Presiding Officer may then call for a mation and second, if
appficable, and ask if Cauncil wishes tv dis�us� the issue. Council may then
proceed ta discuss the matter.
g. Upon the �anclusion of Cauncil discussivn, the Presiding ❑fficer will
call for actian on the item.
h. Exhibits, Letters, petitions, and ather dacurnentary items presented ar
shown ta the CQuncil during a public hearing agenda item be�ome part of the
record of the public hearing and shall i�e maintained by the Tawn CLerk.
i. 5hould exhibits or materials be presented at the meeting, ten �allated
sets ❑f written or graphi� materials shautd be pravided by the speak�r to the
Town Clerk prior to th� �ommen�ement of the hearing t❑ allow far distributian
to the Council, key Tawn staff arrd the �own Clerk for inclusian in the pubLic
recvrd. Reduced capies {8" x 11 "} ❑f large graphiG exhi�it� should be pra�ided
as parfi of the sets of materials #ar distri�ution. The appropriate staff inember
shall be respansi�le t� notify applicants of this requirement.
9. Quasi-judicial hearings shall be conduct�d in accardance with the prin�iples
❑f due pracess, and the Town Attorney shall ad�ise the Cauncil in this regard.
CaLI ta the Publi�.
1. At the time allotted far Call to the Public, the Town Clerk, ❑r designee, wi�l call
the Request to Comment �ards af those persons desiring to pro�ide input and
camments an issues not on the agenda.
2. The tatal time allocated for Call to the Public shalL not exceed 3� minutes,
unless that time is exkended as pr�vided under 5ectian 1.4 [5uspension of the Rules}.
The Tawn Clerk, ar designee, shall r�ote at th� time Catl to the Public commences the
exact time the Call to the Public shaLl conctude.
3. Those speaking befare Cvuncil vn a non-age�da item wili be allawed a
maximum of three minutes to address Council. Speakers may not (a} reser�e a
partion of their time far a later time ar (b} transfer any portion of their time ta another
speaker.
19of47�PAG�S RU�ES DF PR❑CEbl1R�
4. At the concEusion �f each speaker's comments, the Presiding �ffi�er may take
any �r all of the foL�awing actions:
a. Thank the speaker for addressing the issue.
b. Ask staff t❑ re�iew ti�e matter.
5. The Town Clerk shall use light andlor saund 51gC1��5 to indicate the
commenceme�t of the time far speaking for each speaker and a warning light wiLL
fLash to shaw that the apprapriate time has passed. A red light, or sound will signal
khat there is n❑ Longer any remaining time. Furthermore, the Mayor, Town Cler�C, ar
ath�r Town staff may mute the microphone when the speaker's time expires.
6. The Towr� Clerk shall natify t�e Presiding DffiGer when the tatal time alLo�ated
fflr Call to the Publi� has expired. Anyone speaking must immediately conclude their
remarks, and n❑ further speakers will fi�e alLawed. Speakers wha were unable t❑
speak due ta time limitatians may email �omments t❑
mayor� a u nc i l@fou nta i n h i lLsaz.gov.
J. Cauncil ❑iscussionlDirection t❑ the Town Mana�er.
Members af the Coun�il may �1 j request the Town Manager failow-up on matters
raised at that meeting; �2} request one two-minute response to directed criticism
raised any portion ❑f the meeting; �3) a consensus vf the �vun�il may request the
Town Manager to research a matter and report back to the Council.
K. Future A��nda Items.
The Mayar ar a Caun�ilmember with the suppart of twa aclditional
Councilmernkaers, may direct the Town Manager to place an item on the next
availabLe a�enda wit�in the next three meetings for c�nSideration and passi�le
acrion.
L. Adjo�rnment.
7he open, pubtic meeting of the Council may be adjourned by cansensus of the
CounciL.
2aaf47�PA�ES fiULES 0� pRDG�DURE
M. Reauest to Commer�t Cards
Ali persans wishing to s�aeak taefore the Cour�cil ❑n an agenda item ❑r during the �all
ta th� Public shalL fully camplete a Request t❑ Camment card and submit the card t�
the Towr� Clerk, vr designee, prior ta the start of the m��ting. See Appendix A: 5ample
Request to Comment Card. Incomplete cards and {ate reguests to spealc cannot be
accepted.
5ufficient request cards shaU be La�ated in the CounciL Chamber's Lobby (the public
entry area inta the Chambsr) and at the Town Clerk's position on the dais. Completed
cards will be retained by the Town Clerk untiL the draft minutes are approved by the
CvunciL at a subsequent meeting. Speakers' names and comm�nts will be inc��ded
in the meeting minutes. Speakers will be calLed in the flrder in which the cards were
recei�ed alternating between thase "for" and "against" the a�enda item. If a speaker
chQases not ta speal� when �alLed, such speaker wiLl be deemed ta ha�e wai�ed
hislher opportunity tfl speak on that matter. Request to Comment cards subrnitted
by thase wh❑ indicate they will not speak wil� be grou�ed together by the categories
of "far" and "against" if the comment relates t❑ an item ❑n the agenda.
N. Maintainin� Pro�er Decorum.
f'roper decorum, in accardance with 5ectian 5, must k�e ot�served by
CourrciLmembers, by speakers in pro�iding testimony and remarks, and by the
audience. The Presiding �fficer shall keep cor�tral of the ms�ting in ac�ordan�e with
Sukasection 5.4(C).
�. R��uLar Meetin� Li�� 5tream.
Ex�ept ir� the e�ent of una�oidable technical difficulties, alL regular meetings shall be
li�e streamed thrflugh the internet and a�aiLable thraugh the Tawn website. A monitor
streaming the live praceedir�gs shall be displayed outside of the CounciL Chambers,
absent unavaidabLe technical difficulties.
5.3 SPECIAL M EETI NGS
A. As 5�bstitute far Re�uLar Meetin�,
If a special meeting is being held as an exter+sian af or in place vf a regu�ar meeting,
the agenda shall be as set forth for a regular meeting.
2'Iof47EPAGES RULES OF PROCEQURE
B. Generally.
Far all other special meetings, public comment �s nat pro�ided �or on the agenda and
may be made only as approved by consensus ❑f the Caun�il, unl�ss an item an the
agerrda requires a�ublic hearing. In appropriate circumstances, a brief presentatifln
may b� permitted by a member of the public or another interested party an an agenda
item, if in�ited by the Mayar and Councii to da so. The Presiding ❑fficer may limit or
end the time for such presentations.
The Spe�ial Meeting Agenda shaLl incLude vnly the following agenda items as
des�ribed in 5ection 5.2 and listed ir� tY�is order:
SPECIAL ME�71NG AGENDA
1. Call to ❑rder & PLedge of Allegiance
2. Roll CaIL
3. ConsentAger�da
4. Regular Agenda �actiQn items grouped by subject to the extent possible)
5. Adjaurnment
5.4 WORK SESSIDN M�ETINGS
The primary �urpase of wvrk se�sians is to pra�ide the Councii with the ❑pportunity
fvr in-depth dis�ussian and study of specific subjects. PubLic camment is not
pro�ided for an the agenda and may be made ❑nly as approved by cansensus of the
CaunciL. In apprapriate cir�umstances, a brief presentation may be permitted by a
member af the pubLic �r another +nterested party on an agenda item, if in�ited by the
Mayor and Cauncil to do sa. The Presiding Dfficer may limit or end the time for such
presentations.
The work session agenda shall include only the following agenda items as describecf
in 5ection 5.� and listed in this order:
W�RK 5E551�N AGENDA
1. Call ta Order
2. Rol[ Call
22of47�PA��S RULES OF PROCE❑iJRE
3. Agenda Items far Discussion (Items Numbered for Urder}
4. Adjournment
The Wark Session Agenda shall include the foflowing explanatory statement:
All Items Listed Are for �iscussion anly. Na Action Can ar Wi�i 6e Taken. The
primary purpvse of wark sessivns is to pro�ide the Council with the
vppvrtunity far in-depth discussion and study ❑f specific subje�ts. Public
comment is not pra�ided far on the agenda and may be made ❑nLy as apprfl�ed
by cvnsensus of the Council. In apprapriate circumstances, a k�rief
presentation may be permitted by a member of the public vr another
interested party if ir�vited by the Mayor or the Tvwn Manager to d❑ sa. The
Presiding �fficer may Lirr-tit ❑r end the time for such presentatiarrs.
23of47�PA�Es RULES �F PR❑CEDURE
��. PRflCEDURES FOR C�N❑UCTING THE MEETING
6.1 CALL TD DR�ER
A meeting of the Councit shall be called ta order by the Presiding �fficer, (the Mayor
or irr hislher absence, by th� Vice-Mayor). In the absence ❑f both the Mayar and Vice-
Mayar, the meeting shall be called to arder by the �fown Glerk, who shall immediateLy
ca[l for the selecti�n af a temporary Presiding �fficer.
6.2 PARTICfPATIQN �F PRESIDING aFFlCER
The Presiding Officer may debate from the chair, subject anLy t❑ su�h limitatians of
debate as are impased ❑n alL CaunciLmembers, and helshe shall not b� deprived ❑f
any of the rights and pri�iLeges of a Coun�ilmember by reason of hislher acting as
Presiding Offi�er. Howe�er, the Presiding Dfficer is primarily responsi�le for the
conduct of the meeting.
6.3 QU�STI�N TQ BE STATE❑
The Presiding CJffi�er shall �erbally restate ar shall ask the Cauncilmer-nber to
�erbalLy restate, each questivn �motion} immediately prior t❑ calling far discussion
and the �ote. Following the �ot�, the Presiding �fficer shall ask the Tawn Clerk ar
designee t❑ �erbally arrnounce the results of vating, in�luding ti�s ayes, nay� and
abstentions. The Presiding ❑fficer shalL pu��i�ly state the effect ❑f the vote for the
benefit of the audier�ce before proceeding to the s�ext item ❑f business. Farmal �ates
shall not be taken at work sessians or executi�e sessiorrs.
6.4 RLJLESIDECflRUM1�RDER
A. Ap�tication.
1. Cour�cilmembers: Any Caut�cilmember desiring to speak shal[ address the
Presiding �ffi�er and, upon recognition by the Presiding af�icer, may speak.
24af47�PAGES RULES DF PROCEDURE
2. Employees: Mem�ers af the administrative staff and employees ❑f the Town
shall abserve the same rules af procedure and decorum applied to Cauncilmembers.
7he ��wn Manager shaLl ensure that all Town emplayees obser�e such decorum and
will directthe participation ❑f any staff inember in the discussion of the Counci�. The
Tflwn Manager shalL first be recognized by the Pres€ding Officer prior ta addressing
the Coun�9L Any staff inember desiring t❑ speak shall first be recagnized by the Town
Manager.
3. Public: Members af the pub�i� attendingthe meetings shaLL obser�e the same
rul�s of order and decorurr� applicable t� the Council, and may anly speak when
recvgnized by the Pres+ding Offi�er.
B. Rules �f ❑ecarum
'i. ALl Cauncilmemfaers shall preserve order and decorum and shalt not clelay ❑r
interrupt Council praceedings or refuse ta foLlawtf�e directiarr of the Presiding �fficer
or the Rules af Pracedure.
�. Atl Cauncilmembers shail use the queueing equipment to indicate their desire
t❑ speak.
3, The Presiding Dffi�er shall not unreasonably wit�hold recognitian from a
Councilmember requ�sting ta speak. Howe�er, the Presicfing �fficer may caLL for a
�ote as to whether to continue a repetitive discussion or m�tion.
4. A Cauncilmember, on�e recagnized, shall limit rsmark� t❑ no more than two
minut�s and shaLl nat bs interrupted whiLe speaking, unless calted t❑ order by the
Presiding Officer or a P�int of �rder vr Paint of Privilege is raised by another
Councilmember.
5. Caun�ilmembers shall not b� recognized by the Presiding ❑fficer ta speak
multiple times ❑n an issue ur�der debate untiL every Councilmember has been given
an ❑p�orturrity t❑ speak once.
6. If a Coun�ilmember i� caLled to order while speaking, he or she shall �ease
speaking immediately until th� question of order is determined. If ruled ta be out of
❑rder, he ar she shall remain silent ar shaLL aiter remarks sa as ka cvmply with the
Ru1es vf the Coun�iL.
25of47�PAGES RULES ❑F PR❑CEQURE
7. Remarks and questiorrs by Councilmembers shall be �anfined to the issue
under debate. The Coun�il shall not discuss or debate issues that are not an the
farmal agenda.
8. Councilmembers shall refrain from making statements ad�erse ta the
interesks �f the Town. If a legal question must be resoE�ed before actinn carr be taken,
a Coun�ilmember may raise a Paint of Pri�ilege to mv�e t� gv ink� Exe�uti�e Sessivn.
9. ALL comments shall be addressed through the �residing Officer wha shall
decid� if any response is warranted and who, if anyone, shalL address the cancerrr.
CflunciLmembers may request, upan recagnitian by the Presiding Officer,
clarification of cvmments ar materials presented by the speakers, any a�plicant's
representati�es ar Town staff; pra�ided, howe�er, that no Councilmember shall
engage in debate directlywith su�h s�eakers, representatives orTawn staff.
10. Speakers shall nvt questian dire�t�y, or debate the matter und�r consideration
with staff, ather speakers, the audience or Cauncilmembers; all remarks wiLl be
addresseci to the Presiding Cifficer.
11. The Presiding �fficer shall nat permit any conduct ❑r statements that disrupt
ar int�rfere with the ❑rderly conduct of the husiness of the meeting, such as:
a. Persanal atta�ks.
b. Inde�orous language ❑r beha�ior.
�. Defamatory statements.
d. Imputing mvtives.
e. Unauthorized demonstrations ❑r disrupti�e outbursts, SLICii as
applause, stamping of feet, whistles, boas, yeEls, or any saund or action that
disrupts the meeting.
f. Threatening ar intimidating comments or canduct, wh�ther o�ert or
inferred.
g. Yelling, shouting, or screaming.
h. Abusive or profane remarks.
i. In�itement ❑f �iolent ar illegal acts.
2Bof471PAG�S Ru�Es oF PR❑CE�URE
j. Fightingw�rds, r.e. spee�ri that is likeLyto provvke an imme�iate �ioLent
reaction.
12. The Presiding ❑fficer must also respect the ci�il rights ❑f citizens. This means
thatwhil� the Presiding Officer shaLl maintain decorum, the Presiding nffic�r may not
restric't speakers from engaging in good faith criticisms of the Town or the actions of
the CounciL. The Presiding O#ficer also may not engage in �iewpvint di�crimination.
13. Face coverings tha�t �ancea[ the identity of the wearer are not permitted at
meetings, except for �a) properly fitted medical-grade masks or respirators far a�Oflna
fide medical �ondition worn at al� times k�y t�e wearer, except when recognized ko
speak before the Cauncil, vr �b} religiaus face �overings that are a part of the wearer's
core tenarrt ❑f faith and pa�t af the wearer's cansistent public appearance.
C. Enforcement of ��carum.
Proper de�orum is to be maintained during alL meetings by the CaunGil, staff and
guests. The Presiding Officer shall preserve decorum and de�ide alL questions of
order, subject to the appeal ta the Council.
If prvper decarum is not maintained, the Presiding �fficer shaLL have the authority ta:
a. Recess the meeting fvr a brief time tv abate the disruption.
b. Direct a law enfor�ement ❑ffer present at the meeting to rema�e from
the meeting the person{s} w�rvse conduct is disorderly ar disruptive.
c. CLear the CaunciL Chambers and restrict �CCB55 ta the Council,
employess, appli�ants, and presenters. Members of the public w�o ha�e
�ompleted Request ta Camment cards may be grar�ted access at the time
allo�ated f�r them to speak.
The Presiding ❑ffi�er shall alsa ensure speakers maintain decorum and, when
necessary, shall request that a speaker refrain fram improper canduct. IF the speaker
refuses, t�e Presiding Officer may end the speaker's time at the podium. If the
speaker refuses to yieid the padium after being asked �❑ do so by the Presiding
Dfficer, the Presiding ❑fficer may �1 � recess the meeting for a brief time, andlar (2}
direct a law enforcement afficer preserrt at the meeting t❑ remove from the meeting
the person whose candu�t is disorderly or disruptive.
27bf47�PAGES RULES DF PROCEDiJRE
6.5 TELECflNFERENCE PR�CE�IJRE
Meekings may be conducted by teLe�onference as follows:
A. Prior Natice.
When a Councilmernber is unabie t❑ attend a meeting and desires to participate in
the meeting by teLephan�, the Cauncilmember shall be perrnittecf to do s❑ pra�ided
helshe gi�es the �awn Clerk, or d�signs�, notice af hislher inability to be present at
the rneeting at least �4 haurs priar ta the meeting.
B. Notation an A�enda.
The notice ❑f the meeting and the agenda shalL include the follawing:
"Coun�iLmembers af the Towr� of Fountain Hills will attend either in persan ❑r by
telephone conference call."
G. Public Ac�ess.
Facilities wi�l be used at the meeting to permit the public t❑ observe and hear all
teLephone communications.
D. Notation in Minutes.
The minutes ❑f the rr�eeting shall clearly set farth which membe�'s are present in
person and which are preser�t by telephone.
5.6 AIJ�RESSING THE C�IJNClL
A. Manner of Addressin� the Council.
1. Any rr�ember of the public desiring to address t�re Gouncil shalL proceed
to the padium after ha�ing been recagnized by the Presiding �fficer. There
shall be �o lvud vacalizatian �shouting ar calling out} from the seating area ❑f
the Coun�il Chamber. At the padium, the speaker shaiL clearly state hislher
name for the record and shall indicate if helshe is a Town resident.
2. 5peciaL assistarrce for sight andlar hearing-impaired persons �an be
pr4vided. Anyone requ�ring such assistanGe shau�d cantact the Town Cl�rl�
the Thursday prior to a meeting to request an accommadation to participate
in the meeting.
28vf47�PAG�s RULES OF PR�CEdURE
B. Limitation R�e. ardiRg Public CQmment and Re��rts.
The making of oral Gammunications to the Council by any member of th� publi�
during the "CaIL to the Public" or under an action item, shaLL be subject t❑ the
following limitatians:
1. All �peakers wishing ta address the Counci� shaLl complete ar�d submit
a Request to Comment form as set forth in Su�ase�tion 5.2{M}.
2. The Presiding �ffi�er shaLl limit the "Cal! ta the Publi�" and puk�li�
comment on each agenda it�m ta no more than thirty (30} minutes t❑ allow the
meeting ta pr�ceed and end in a timely manner.
3. If it appears that se�eral �peakers d�sire t❑ pra�ide repetiti�e �amments
regarding a single topic, the Presiding �fficer may limit the number ❑f
speakers.
4. The Presiding Offi�er may further limit the number of speakers ar
duration af the comment period as reasanably necessary to atlow the meeting
ta end in a timely manner.
C. Mations.
1. Pracessir+g af Motions: When a motion is made and secanded, it shall #�e
stated by the Presiding ❑fficer before debate.
2. Precedence ❑f Matrons: When a motion is befare the Council, no makian shall
be enterkained except the following, whi�h shall ha�e precedence in the fallawing
❑rder:
a. Fix the time t❑ adjourn
fi�. Adjaurn
C. RBCE55
d. Point �f ❑rder or Pri�ilege
e. Table
f. Limit ar terminate dis�us�ion
g. Postpane or continue
h. Amend
i. Pastpone IndefiniteLy
29of47�PA��s RULES OF PRocEouRE
}. Main Mation
3. MQtions Defined:
Pvint of ❑rder: A point ❑f arder may raised by a Member when there is a
disturban�e, lack af decarum, ❑r to raise a questian af whether there has b�en
a breach nf the Rules of Pracedure. A pair�t of or�er Gan interrupt any speaker,
does not require a se�and, is not debatable, is not amendabLe, and cannot be
reconsidered. �nce raised, the Presiding Officer shall determine the Paint ❑f
Order and may consult with the Parliamentarian in s❑ doing. On�e
determined, the Pr�siding �ffice's decision may be challenged by an appeal
from any Member. If any appeal is taken, the c�uestion �motivn� shall be
substantially similar ta the following: "5ha11 the decision af th� Presiding
Offi�er be sustained?" In which event, follawing a secand, a majority�ate shaLl
govern, and canclusi�ely determine su�h Point o# �rder. ff the Pr�siding
Officer fails ta act on a f'oint ❑f Order, any Member may ma�e to require the
Presiding Officer to enforce decorum. An affirmati�e �ote of the majority shal!
require the Presiding �fficer to act.
Pvin# vf Priuilege: A point ❑f pri�ilege allows a member to interrupt
proceedings to address urgent matters affecting their ab�Lity t❑ participate,
their reputatior�, or the assembly's comfort, safety, ❑r rights. A Point af
PersonaL Pri�ilege addresses an indi�iduaL member's cor�cerns, such as a
mi�quoted statement, inabiLity t� hear, or an unfair atta�k an their character,
aLlawing them ta clarify ar correGt the record. Point af General Privilege
address con�erns the cvmfart, safety, or rights of th� entire assembly, like a
broken microphor�e, extreme heat, or a neet� to cal! f�r a clasecf executive
session.
Motian to Table: A mation t❑ table enables the assembly t❑ lay the pending
question asid� t�mpararily when something else of immediate urgency has
arisen, in such a way that there is n� set time far takirrg the matter u� again. A
motian tv table shall be used to temparariLy loy-pass the subject. A motion to
table shall nat be debatable and shaLE preclude aLl amendments or debate of
30Df47IPAGES �iL1LE5 ❑F �ROCEQURE
the subject under consideration. If the motion shalL prevail, the matter may be
"taken frorn the table" at any time pri�r to the end of the next regular meeting.
Motion #o Limit orTerm�nate Discussion: 5uch a motifln shall be used to lirr�it
ar clvse d�bate on, ar further amendment to, the main mation. This is referred
tfl as "Cail for the �uestion" and is the motion used to cu[ of� debata and tv
bringthe group to a�r immediate vote an the pending motion; it requires a twa-
thirds �ote. The vate shall be taken by�oi�e. If the motian fails, debate shaLl be
reopened; if the matian pass�s, a �ote shal! be taken on the main mvtian.
M�tivn ta Cantinu�: Motions to cantinue shall be debatable only as t❑ the
propriety af pastponement. Mativns to �ontinue to a definite time shall be
amendable and debatabLe as to propriety af postponement and time set only.
Ma#ivn to Amend: A motion to amend sha[t be defoatable anly as tfl the
amendment.
a. A mation ta amend an amendment on the flaor shall nat be in
ord�r.
b. An amendment modifying the intention of a motion shall be in
arder, but an amendment relating ta a d�fferent matter shalL nat I�e in
❑rder.
c. Amendments shalL be �oted on first, {�rior to cansideration ❑f
subsequent amendments. After all amendments have been �oted on,
the Council shall��te on the main mation (as amended, if applicable}.
Motian ta Postpvne inde#ini#ely: A matian t❑ postpone indefinitely is used to
dismiss an item ❑n th� agenda. This motion is debatable, and because it can
I�e applied only ta the main questivn, ik �an, therefore, only be made while the
main question is immediately pending (a motion and second is an the f�oar},
This motivn is cvmmanly us�d to postpane an item until a mor� apprapriate
time.
31of47�PA�ES RULES OF PR❑CE❑URE
�. Acfdressingthe Council after Motion is made.
After the mativn has b�en made, ❑r after a pub[i� hearirrg has been clased, n❑
member af the public shaf� address the CounciL without first securing permission
�ram the Presiding �fficer.
E. Voting Pro�edure.
After discussian has been conclud�� and ths Mayor, the Cour�cilmember wh❑ made
the motion or the Town Clerk has restat�d the motion under �onsideration, the
fallowing procedure shall app�y:
1. Casting a Vot�:
a. In acting upan every motian, the vote shalL �e taken by �asting a
mechanical yeslnv vote, �oi�e, rolL call or any other method as
determined by the Presiding Officer, bywhich the vate ❑f ea�h member
❑f the PubLic 6ody can �e clearly ascertained and reGorded in the
meeting minutes. Upon th� requ�st of the Mayor or a Cauncilmember,
the �ote shali be taken by roll call.
b. The vote on each mvkion shalL be entered into the recard by the names
af the Councilmemfaers �ating for or against. The Recorci aEso shaLl
include the names ❑f any member not casting a �vte by reason of being
absent fram the raam at the time of the vote.
c. If a�ouncilm�mt�er has declared a Confli�t of Interest, the Town CLerk
shaLl inctude a statement su�h as "Abstained due to declared Conflict
of Interest" in the ❑ff�cial minutes as part af the results of the �ote. The
CounciLmember shail fill vut a"Cvnflict of Interest" form and submit it
ta the Town Clerk for the recard priar ta the end of the meeting at which
the canfLict was de�Lared.
d. If the rolL call method of �oting is used, the Town Clerk or designee shaLl
calt the nam�s of inemb�rs in randam order with each new �ote
�ancluding the �ote with the Vice Mayar and Mayvr respecti�ely.
Members shall respond "Aye" or "Nay."
2. Failure ta Vote:
a. All CaunciLmembers in attendance at a duly called meeting that
requires farma! Cvuncil action are required to �ote. A member may
32of47��a�Es RULES OF PROC�pIJRE
abstain from �oting anly if helshe has a Canfli�t of Interest under 5tate
�aw, in which case such member shall take no part in the de[iberations
on khe matter in quaskivn. Coun�ilmembers should cantact the Tawn
Attorney to �erify i� they ha�e a canflict ❑f interest, prior to meeting the
Councitmember percei�es they ha�e a Conflict of Interest.
b. 5hau�d a Cvuncilmember fail ta �ote "Aye" ❑r "Nay" ar offer a �aLuntary
abstentian, hislher�ote shall be counted with the majority of votes cast,
unless the �ouncilmember's �ot� is ex�used by the 5tate Law; howe�er,
in the e�ent a# a tie �ote, hislher �ote shalL be �vunted as "Aye."
3. Reca�sideratian: Any Councilmember who voted with the majvrity may ma�e
a recvnsideration of any activn at the same or next regular meeting. Ta ensure
that the open meeting law requirements are met, a written request fr�m such
Cauncilmember must be submitted to the Tvwn Clerk's Offi�e at Least eight
cfays prior to the nexk regular meeting. Aft�r a motion for reconsideration has
ance been a�ted upon, n❑ ❑ther motion �or reconsideration thereaf shall be
made without the unanimous consent ❑f the Council.
�4. The affirmati�e �ote of a majority of a quarum shall be required far passage of
any matter befare the Caunci�.
33flf47]PAGES RL.1Lf5 OF pR�CE❑URE
�7. C�NFLICT �F INTEREST
7.1 INTR�DLJCTI�N
❑�casionally, a Counc�lmember mayfind himseLflherself in a situation that requires
a Coun�ilmemk�er to rerr�o�� himsetflherseL# from participation in discussion and
vot+ng on a matter before the Council. This situation exists when the Ca�ncilmember
has a"canflict of interest" as defined by the Arizana Canflict of interest Law. 7his �aw
establishes minimum skandards for the conduct ❑f public officers at�d employees
whv, in their afficial capacity, are, or may become in�ol�ed with, a clecision which
might unduly affect their personal interests ar thase of their cLos� relati�es.
7.2 PURPOSE �F CC3NFLICT QF INTEREST LAWS
3�he purpose of Arizona's Conflict of Interest Law is t❑ prevent self-dealing by pubLic
officiaLs and t❑ rema�e or limit any improper influence, dir�ct or indir��t, wh��h might
bear on an offi�ial's decision, as well as t❑ discaurage deliberate dishonesty.
7.3 APPLICABILITY �F THE ARI2DNA CDNFLiCT OF INTEREST LAW
The Arizana CanfLict ❑f Interest Law as now set forth or as amended in the future,
appiies to all a�tions taken by Councilmembers, Board members, Commissioners,
and Committee members.
7.4 ❑15CL�5LJ R� �F INTEREST
Any Councilmemb�r, Board member, Commissioner, ar Committee member wh❑
may ha�e a conflict of interest sh�uld seek the apinion ❑f the Tawn Attorney as to
whether a conflict exists under the State L.aw. Any member who has a conftict of
interest in any decisian must disclose that interest at the meeting and in writing ors a
form pro�ided by the Town Clerk, or designee. The discLosure �f the c�nflict shall
include a statement that the member withdraws from further partEcipation regarding
the matter. The Town Clerk ar designee shaLl maintain fiar public inspectior� all
34af471PAGE5 RULES DF PR❑CEDURE
dflcuments necessary to memvriaLize all disclosures of a cvnfLict of inkerest by a
member.
7.5 WITHDRAWAL FR�M PARTICIPATIaN
Having disclosed the confliGt of interest and withdrawn in the mattar, the
Cauncilmember, 6oard member, Commissioner, ❑r Committee member must not
communicate about t�e makterwith anyane in�ol�e� in the decis3vn-making process
in any manner. Further, the memb�r should not otherwise att�mpt to influ�nce the
decisi�n and should remo�e himseLflherself fram the Cauncil Chambers, or other
lacation where a meetirrg is being held, while the matter is cansi�ered.
Failure tv disclase any conflict of interest is addressed in 5ection 7.8.
7.5 RIJLE DF IMPn551BIL�TY
In the unlikeLy situatEon that khe maj�rity of Cvuncilmembers, Bvard members,
Cflmmissianers, ar Committee members ha�e a confLict af interest, and the Council,
Baard, Commiss�on ar Committee is unabLe to act in its �fficiaL capacity, members
may participate in the discussion and d�cision after making Icnawn their conflicks af
interest in the off�ciaL records.
7.7 IMPROPER USE DF �F�ICE F�R PERS�NA�. GAIN
Public officers and empiayees are prohibited from using ar atkempting to use their
nfficial positions ta secure �aluable things or benefits for themseL�es, unLess such
benefits are �A} part of the campensation they would narmally be entitled to for
performing their duties ❑r {B} otherwise permitted a�cording kv 5tate Law.
7.8 SANCTIDNS F�R VI�LATIDNS
Vialations ❑f the confli�t of interest provisians set f�rth herein shalt be pur�ished as
provided far in State Law.
35vf471PAGE5 RULES ❑F PROCEDUR�
7.9 N�N-STATUT4RY CDNFLlCTS OF INTEREST
❑c�asianatLy, a Co�ncitmember, Svard memf�er, Cammissivner, ❑r Committee
member may feel that helshe should ethically refrain from participating in a decision
even thaugh th� cir�umstances may not amount to a confLict of interest under the
5tate Law. It is the policy of the Council t❑ encaurage memb�r� to adhere to strangly
held ethicalvalues, whi�h are exer�ised in gaad faith. However, 5ubsection 5.6�E)(27
encaurag�s participation in the decisi�n-making pr�cess unless the matter in�oL�es
a statutory conflict af interest set forth by 5tate �aw.
36�f47�PAGES RL1L.�S OF PR❑C�QI�RE
�8. CDDE �F ETH ICS
PREAMBLE:
The residents ❑f Fountain Hills are entitled ta have a fair, ethical, and accountable
go�ernmer�t, whi�h has earned the public's full cor�fidence. In keeping witi� the Tawn
❑f Fountain Hill�' commitment to the effecti�e functianing ❑f government, �ublic
offi�iaLs, both eLected and appointed, shall �vmpLy with the laws and policies
affecting the ❑perativns af government; be ind�pendent, impartiaL and fair in ti�eir
judgment and actions and use the'rr offi�� for the public goad ancf not for personal
gain.
The purpflse �f this poLicy far the Tflwn is to �nsure the quaLity of the Tawn
Go�ernment through ethicat principLes that shaLl gavern the Gonduct of the CounciL
ar�d members of the Town's Boards, Commissions, and �ommittees.
In furtherance vf this purpase, Town Cauncit, Baard, Commission and Cammittee
Members, �halL
8.1 aBEY THE C�NSTITUTI�N AND LAWS QF THE UNITED STATES �F
AMERICA, THE C�NSTITUTIC]N, AND LAWS �F THE STATE DF ARIZQNA
AND THE LAWS �F THE T�WN �F FQUNTAlN HILLS. W�RK T� ENACT
AND ENF�RCE LAWS THAT PROM�TE THE WELL-BEING OF �LJR
COMMUNlTY.
8.2 A��IRM THE DIGNiTYAND W�RTH OF THE SERVIC�S R�N�ERED
BYTHE T�WN GOVERNMENTAND MAINTAIN A❑EEP SENSE ❑F 50ClAL
RESP�NSIBILITYAS ATRUSTE❑ PUBLIC SERVANT.
8.3 BE DE�ICATED TD THE HIGHEST [DEALS OF H�NOR, ETH1C5,
AND INTEGRETY.
A. Put�lic Confidence. We sha[L corrdu�t vursel�es so as to maintain pubLic
canfidence irr Town gaverrrment an� in the perfarmance of the publi� trust. We
37of471PAG�s RULES �F PR❑CEQURE
recognize our resp�nsibility, when ser�ing in ❑ur af�icial capacity, and will practice
the following:
• Engage in constructi�e con�ersations and debates that enc�urage the
exchange af ideas whiLe a�oiding personal atka�ks ar derogakvey language.
• Refrain from making �erbal attacks upon the character ar motives o# Qther
members af the Council, Boards, Commissions, the staff, ❑r the public.
• Refrai� from making disparaging r�rnarks about the ather members of the
Cvunci�, Baards, Commissians, the staff, orthe public.
8._ _ Imr�ressi�n �# lnfluence. We shall conduct our ❑fficiaL an� persanal affairs in
such a manner as to give a clear impressian that we cannot b� ir�-iproperLy influen�ed
in the performance of our afficial duties.
C. Ad�oc�cy. We shall represent the officiaL palicies or pasitions vf the Tawn
Council, Board, or C�mmission tfl the best of our ability when designaked as
delegates far this purpose. When presenting our own individual opinions and
positions to the public, the media, or �ther stakeholders, we shall state ti�ey do not
represent the CvunciL vr the Town of Fountain Hills nor imply that they do.
8.4 SE�K ND FAV�R; BELIEVE THAT PER50NAL BENEFIT �R PR�FIT
5ECLIRED BY C�NFIDENTIAI., ❑R PRIVILEGE❑ INF�RMATIDN OR BY
M15USE DF PUBLIC TIME IS DISH�NEST.
A. Private Em�loyment. We shalL take any steps necessary to ensure that we
compLy with the 5tate Law regarding cor�flicts ❑f interest when we engage in, solicit,
negatiate far, ar promise ta accept private emplayment or render s�rvice� for private
interests ar conduct a pri�ate business.
B. Confidentia� Informatian. We shall not di�clase to oth��s, or use ta further our
persanal interest, canfidential information acquired in th� course of aur officiaL
duties.
C. _Gifts. We shall not dire�tly ar indirectly, in connection with ser�ice ta the Tawn,
soli�it any gift or accept or recei�e any gift - af any value - whether it be maney,
serv�ces, loan, tra�el, entertainment, hospitaLity, promise, or any ather form af
38af47�PA�ES fiULES OF PR�CE❑URE
gratuity. T�is policy shall not ap�Oly to hospitality, transportation ❑r ather assistance
provided ta Town officiafs when such hospitality, transpartation or �ther assistance
is �i) directly related to their parti�ipation ir► cammuniky events as a representative of
the Town or �ii} of in�ansequ�ntial �alue and accepted as a caurtesy.
D. Investment in canflict with affE�iaL duties. We shall not invest vr hold any
in�estment, directly or indire�tly, in any financial business, commarcial or other
private transaction that Greates a �onflict with our ❑fff�ial duties.
E. Persanal relationshins. Persanat relativnships shall be disclosed in any
instance where there cvuld be the appearance af �anflict of interest or a conflict of
i nte rest.
All members of the Council, Baards, Cammissiflns, ❑r C�mmittees shall
acknowledge in writing, on a form prvvided by the Tawn Clerk, ar designee, receipt af
these pravisivns relatingto ethics.
39vf47�PaGEs RULES OF PRDCEDURE
�9. BDARDS, C�MMISSI�NS, AND COMMITTEES
The Fountain HiLls Cauncil may create such 6oards, Commissions, or Committees
as deemed necessary to assist in the conduck af the operation af Town go�ernment.
The CQuncil may a�thorize anci direct the Town Manager t❑ estabLish ad hoc
cvmmittees as needed in ❑rder to pro�ide additionaL flexi�itity with regard to
concfuctingTown business.
9.� REGULARLY SCHEDLJLED �R L1N5CHEDlJLED B�ARDS,
C�MM1551�N5 AN❑ CQM MITTEES
A. Classificatian.
All Baards, Commissivns, or Commitkees of the Town shaLL be cLassified as regularly
scheduled or unscheduled goards, Cammissians, or C�mmittees. Regularfy
scheduled Boards, Commissions, ar Cammittees are those khat meet an a regularly-
scheduled I7�515 or may be quasi-judicial in nature. Uns�h�duled Boards,
Cammissions, or Cammittees meet on an as-cafled basis.
g. Re�ularly 5cheduled.
Regularly scheduled Boards, Commissions, or Cammittees in�lude:
1. Ptanning and zoning Commissi�n
2. Community 5er�ices Ad�isory Commissian
3. Strategic Planning Ad�isary Commission
4. Municipal Praperty Corparation
5. Historic and CuLtural Ad�isory Cammission
C. Unscheduted.
LJnscheduled Boards, Commissions, or Committees:
1. Ad Hoc Committees
2. Board of Adjustmen�
4aaf47�PA�ES RULES OF PR�CEQURE
❑. Sunset.
Exce�t for the F�Lanning and Zoning Cammission and Board of Adjustment, any
Baards, Com�nissions, vr Cvmmittees created shalL cease ta exist �1j upon the
accflmplishmer�t af th� special purpos� for whi�h it was created, or {2) when
abolished by a majarity �ote of the Council.
9.2 SELECTIDN OF B�AR�, C�MMISSIDN, QR C�MMITTEE M�MgERS
A. Call for Ap�licatiflr�s.
The call for applicatians to fill �acant seats for Boards, Cammissions, ar Cammittees
may inc�ude a request far:
1. The applicatian that des�ribes the appLicant's ski[ls, ex�erience, and
edu�atianai ba�kgraund are needed to ensure the successful fiLling ❑f the
vacan�y. Applicants may submit a resume aLong with the application;
hawe�er, not in �ieu of filLing out the application.
2. Respanses to the supplemental questiannaire specific to a Baard
Commissinn, or Cammittee applicatian, if su�h questiannaire is included.
3. The Consent t❑ Executive 5essivn farm.
4. If a member whose term wi[l be expiring W15i1�5 to reappiy for an
additianal term on the same Boarc{, Cammissian ❑r Committee, such member
is exempt fram filing those items as listed in 5ubs�ctions 9.2 �A)�1 and 2).
Howe�er, such membe�- shal� su�rrtiit in writing, on a farm provided t�ythe Town
Clerk ar designee that irrcludes a request for the Council's consideration of
reappointment in addition to the Cansent ta Executive 5essian form as listed
in Subsection 9.2�A)(3}. The rnember may include any new ❑r additianaL
information that is rele�ant to the ❑riginal appli�ation already on file.
B. Adv�rtisin�ITimin� and l.ocation.
The Town Cler#c or designee shall be responsihLe for advertising ta fill �a�ant seats ta
Boards, Commissions, and Committees for at leask two weeks and n❑ later than twa
months, priar t❑ the expiration of t�e current Baard, Commission, or Committee
member(s} term, �ia the Tflwn's three afficial posting sites as listed in Sectivn 2-�-3
of the Fauntain HiLls Town Cade. The a�plication wiLl be placed on the Town's website
47of47�PA��S fiULES OF pRDCEpl..1R�
for public access with hard copies made avaiLabLe t❑ the pubLic thraugh the Tawn's
Cust�mer Servtce Representative.
C. Ad�ertisement Contents.
Ad�ertisement of �acancies shaLl in�lude the following:
1. The name of the Baard, Commission, ar Cammitt�e.
2. The number of va�ancies ka be filled.
3. A brief des�riptian of the Baard, Cammissian, ar Committee.
4. A brief description af khe qualifii�ations, SICI�LS and experience
backgraund applicants shauld possess, if any.
5. An o�er�iew of when the Board, Commission, or Committee meets.
6. The deadEine far submitting appli�atians.
7. Listing af applicant informatian required and lacation where application
packets may be ❑btained.
8. Staff Liaisan �vntact information.
D. Staff Review.
IndividuaLs applying far Boards, Cammissions, or Committees must submit to the
1"own Clerk or Staff Liaisan those items as Listed in Subsectivn 9.2{A} by the published
deadline. T�re Tawn Clerk or 5taff Liaison will review the appli�ation(s) to ensure that
the appl�cant�s� meet the qualifications as listed in 5ubsection 9.4(A}
E. Councit Materials.
The staff Liaison to the Board, Commission, ar Committee will assemble and capy aLl
appEicatian packets and pro�ide aLl supporting materials tv afl GvunciLmembers.
F 5ubcommittee Re�iewllnterview.
The Cour�cil subcommittee shaLl interview all appliGants, unLess there are mare than
fi�e applicants for each vacancy, in whi�h case the sub�ammittee may �haose, at its
�iscretian, to limit the number of inter�iewed appLicants to f€�e per �acancy after
meeting to review aLl of the applications. The staff liaison will s�hedule an
appropriate time t❑ inter�iew qualified appLacants in person or�ia t�[ephone and shalL
prepare and pa�t the agenda far an executi�e session in accordan�e with the Arizona
apen meeting law far said interviews. lnterviews shall be condu�ted in Executi�e
5ession unless the applicant requests the interview be held at a public meeting.
42of471PA�E5 RULES OF PR❑CEdURE
G. 5ubcammit#ee Recommendatian.
After the ir�ter�iews have concluded, the sta�f liaison, Towr� CEerk ar �he Council
Subcommittee Chair shall ad�is� the Mayar of the subcammittee's discussian and
appointment recommendation�s}.
H. Co�ncil Consideration.
The 5taff Liaisan shaLl prepare the 5taff Report according ta the submission deadline
and provide ta the �own Clerk, ar designee, for the next appropriate Council meeting
agenda, including the following informatian: �1 � a review of the steps taken to recruit
a�plicants, j�} the number �f vacan�ies ta be filled alvng with the names of thase
members wh�se terms expire, �3} the number of appLications recei�ed and �4} the
specific term to be fiLled.
I. Notificatian �f CounciL Meetin�.
ihe staff liaisan shall notify the app�intee�s} that helshe is a possible candidate for
appointment to a Baard, Commission, ar Committee and suggest that helshe may
wantto be preser�t atti�e scheduled meetingwhen the recommendatian is presented
tfl t€�e Council.
J. Notificatian ❑f Cauncil Ac�ion.
Follvwing the Caun�iL's approva[ ❑f the Mayor's appointment(s} ta a Board,
Cammissian, or Committee, the Town Clerk or designee shall notify appointees as t❑
the�r appointment and pro�ide them with �n �akh of OffiGe, �thics Policy and ❑�en
Meeting Law Affim1 ativn for their signature ar�d return. Those applicants nat chosen
tv fill a �acancy an a Board, Commission, or Cammittee, wiLl be pro�ided written
notification by the Staff Liaisorr outLining the CounGil's appointmenks and they wi�l be
pra�ided with an applicativn �f interest for consideration of applying for any ather
Board, C�mmis�ion, ar Cammittee �acancies.
K. _Appointee Orier�tatian.
The 5taff Liaison wiLl pro�ide s�eciffc detai�s to the new appaintees relative to: �1 }
their attendance at the "o#ficial" Board, Commission, ❑r Committee orientatior�, and
(2} all official literature, agendas, minut�s, or other materials specific to their
appointment.
43vf47�PAGES RULES DF PR�CEDUR�
9.3 RECOMMENDATI�NS F�R APP�INTMENTS T� BDARDS,
COMMi55f�NS AN❑ C�MMITTEES
A. An�aintments Subcammittee.
The Mayor may annually appaint CaunciL Sub�ammittees for Board, Cam�nission, or
Cammittee appointments. Each subcommittee shall be made up �f three
Cauncilmembers. The Mayor may appaint himselflherseLf tv this suhcommittee. If
no such sub�ammittee is appointed, at a minimum, a quorurr� of the Fauntain HiLls
Town Council shall re�iew applications and canduct inter�iews far the varivus
Baards, C�mmissions, or Committees to fill �acancies based upon the applicants'
skills, experience, and background as required under Section 9.4.
B. Subcammitt�e Purpose.
7he purpose ❑f this Council 5ubcommittee is to re�iew appLications, interview
applicants �in Executi�e Session} and provide a recommendation ta the Mayor for
possible appointment to fill �acancies based upon ths appli�ants' skills, experience,
and backgrour�d as required under 5ection 9.4.
C. Appaintment Timi��.
The process of applicatiQn review an� interviews wil� be cflnducted in su�h a manner
as to all�w for the appointment� to coin�ide with the term expiration of th� current
Baard, Commission ❑r Committee member�s} term or as soan thereafter as
reasanably possible.
9.4 QUALI�ICATl�NS �DR APPQlNTM�NTS; EMPL�YEES �R
APP�INTED OFFICERS AS MEMBERS
A. Mjnimum �ualifications.
All members af Boards, Commissions, arrd C�mmittees shalE meet the faLEowirrg
minimur� qualificatians upon thefr a�apointment tv any Board, Cammissian, ar
Committee. Each memb�r must be:
�. �ighteen years of age or oLder, for any 8oard, Commissian, or
Cammittee seats, designated by Council; ex�ept for members appointed kv
Youth Cammissianer pasition foryauth representation.
44of471PA�E5 RLJLES OF PR❑CE❑L1RE
2. A Fourrtain HiLls resident fflr at Eeast ane year, unless the Coun�il
spe�i�i�ally waives this time or residency requirement f�r a specific Baarcl,
Cammissian or Cvmmittee.
3. A qualified elector, except far youth appointees.
B. Prohibited A�aointees.
Town empLoyees ❑r appointed officers shall not be eligible f�r appoirstment to any
Board, Commissivn, ar Cammittee �ut may be requested k❑ pra�ide staff suppart
theret�. Councilmembers are prvhibited from serving an regularly scheduled
commissians as listed in 5ubsection 9.1 �B) and th� Board af Adjustmer�t.
C. Ex-Dfficio Members.
7he Mayor, with the cansent af the Cauncil, may from time tv time appoint ex-officia
members ta thase Boards, Commissivns or Cvmmittees as set farth in the �ylaws of
such body. Such members shall ser�e at the pleasure of th� Mayor and CounciL �x-
affici❑ members shall not be entitLed to v�te vn any matter braugY�t before the
commissfvn.
9.5 TERMS, VACANCIES, R�M�VAL
A. Terms.
All members of unscheduled Bvards, Commissions, and Cammittees shaLl serve a
term of up to three years, or unti� tf�e Board, Commission, or �ommittes is dissoLved,
unless Coun�il a�tion, Town Code, or Arizona Re�ised Statutes specifical[y
designates terms.
B. 5ta��ered Terms for 5maller Baards.
For thase regularly scheduled Boards, Commissiorrs, and Committees ha�ing fi�e
members or fewer, the kerms af office shalL be staggered sa that no more than two
term� shaLl expire in ar�y singLe year when possible; pro�idec{, howe�er, that no
staggering af terms shall be required for any 6oards, Cammission, ❑r Cammittee that
wilL be in exist�nce for a single term.
45Qf47�PAGES RULES OF PROCEDURE
C. 5ta��er�d Terms far Lar�er goards.
For those Boards, Cammissians, and Cammittees having mare than five members
but less than eight memtaers, the terms af office shall be staggereci sa that no more
than three terms shall expire in any single year when possible; pravided, hvwe�er,
that no staggering of terms shall be required far any Board, Cammission, ar
Committee that will be in �xisten�e far a single term.
D. 5imultan�ous 5ervic� Limitation.
No in�i�idual may ser�e as a �ot€ng memher vn mare than one regularLy scheduled
ar unscheduLed Board, Cammissian, and Committee at one time.
�. Va�ancies.
A vacancy �rr a Baard, Camm�ssion, �r Committee shalL be deemed ta ha�e occurred
upon the follawing:
1. ❑eath or resignation af a member vf a Board, Cammissian, vr
Committee.
2. A member ceasing to be a resident of the Tawn of Fountain Hilts, unless
the CounciL has pro�ided that such member may he a nan-resident.
3. Three succ�ssi�e unexcused ar unexpLained absences by a member
fram any reguLar or special B�ard, Cammissivn, ar Committee meetings.
Hawe�er, the term af ail members shall extend unkil their suc�essars are
appointed and quaLified.
F. Remaval.
Any Baard, Cammission, or Cammittee member may be rerno�ed as a member to
that Baard, Cammission, or Committee, or in ac�ardance with Arti�Le 2A-1-� of the
Fountain HilLs Town Cade.
G. Fillin� Va�anc�.
Whene�er a vacancy has ❑ccurred vn one BQard, Commissian, or Committee
pracedures d�scrib�d in Sections 9.2, 9.3, ar�d 9.4 will be used to generate
applicants, inter�iew appLicants, and make a recommendatian for a potentiaL
appair�tee. One ex�eptian ta ti�is ruLe is th�t if a vacancy should o��ur within twelve
monkhs of a subcommittee's inter�iewing process for said Board, Cammission, or
Committee, and the subcommittee had submitted a ranking of those pre�iously
4Gof47�PAGES Ru�Es oF PR�CEDURE
inter�iewed, a re�ommendation may be forwarded to the Mayvr far appaintment of
the unexpired term based on said ranking.
H. Re-a�a�ointment.
An incumbent member of a Board, Cammission, or Committee seeking
reappointm�nt shal� submit, in writing, on a form pra�ided by the Staff Liaisan that
incLudes a request farthe Council's cansideration of reappointment in additian to the
cansent to executi�e session form by tf�e published deadline in arder to be
considered for appaintment by the Council. The member may incLude anyone ar
additianal informatiarr that is relevant to the original appli�ation already an file.
9.fi APPLICABILITY flF THE ARIZONA �PEN MEETING LAW
All Board, Cammission, ❑r Committee are subject to the Arizvna �pen Meeting Law
and therefare shall attend the Tawn's Annual Qpen Meeting Law training.
9.7 RESI�ENCY RE�IJIREMENT
Members of alL Baards, Commissians, ar Committees shaLl fae resider�ts of the Town.
47of47�PA�Es Ru�Es oF P�oc��u��
�_1„��1�]i:�_►
5ample Request to Comment Card
REQUEST T� �DMMENT
Gvmp[efe a separ.�te �arq �or e:ech :1i;end.i irent. lnstrcictians on reverse si�e.
In�ompiete cards cannoi be accepfed.
Name:
Phane Number: Date:
I am a Fountain Hilts resident ❑ ar, I reside in:
TitLelOrganization:
I represent [tl af people):
❑ I wish to speak at the Cal1 to the Puhlic [to comment on an item MO7'on the consent orregulsr agenda}.
Aganda item #
❑ I wish to speak OR
❑ I wish to cpmment in writing
❑ FOR ❑ AGAfNST
January202G
�NSTRUCTIONS
Tl�e public is weEcome to participate in Coun�il meeFings.
TO SPEAIC OR COMMENT IfJ WRITING TO A CDNSENT UR REGULAR AGEN�A ITEM, fully eomplete a Reques[ t❑
Comment card and hand it to the Town Clerk prior to the meeFing �ommencing. Ta speak on an agenda item, you
must inciude the agenda item fJUMBER on whieh you wish to comment and check the 6ox on whether you are FOR
or AGAINST the agenda item. You must atso cheek tne hox on whether you woufd tike to speak or comment in
writing. Hanp the completed card tv the Town Clerk prior to the meeting cvmmenoing. A separate submission is
required for each agenda item.
TO SP�AIC ATFHE CALL TO THE PU8L1C, fuliy compiete a Request ta Comment �ard and hand it Yo the Town Clerk
prior to the meeting commencing.
ta[e or ii�con�pte[e Req«es[ to Comnlent c�rds car�r�oi be accepied. All meeting at[endees shall o6ser�e the rules
set fprth in Sec[ian 6 af tfie Town of Fountein Hills Council Rules of Procedure. Speakers may only speak when
recogniaed by the Presiding Of#icer end will he allawed up to three minutes tp address the Cauncil. Comments
must be directed thrflugh the Presiding Qfficer and nat to individual Members or to staff.
TQCQIHMENT IN WRETING ONLINE: Visit https:llwww.fountainhillsaz.go�lpubliccomment and submit a Request
[a Comrnent oard na later than 72:pp PM on the day prior [o the meeting. These comments are shared with Ffie
Town Council.
This Request to Comment card, and any infonnatian you write on it, is a pubfie re�ord subject to publie disclosure.
APP�NDI7C A RU�ES QF PRC]CEdUR�