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HomeMy WebLinkAboutRes 2005-30 kor RESOLUTION NO. 2005-30 A RESOLUTION OF THE MAYOR AND COUNCIL OF THE TOWN OF FOUNTAIN HILLS, ARIZONA, AMENDING THE TOWN OF FOUNTAIN HILLS COUNCIL RULES AND PROCEDURES, ADDING A NEW SECTION 9, BOARDS, COMMISSIONS AND COMMITTEES. BE IT RESOLVED BY THE MAYOR AND COUNCIL OF THE TOWN OF FOUNTAIN HILLS as follows: SECTION 1. That the Town of Fountain Hills Council Rules and Procedures are hereby amended to add a new Section 9, Boards, Commissions, and Committees, as follows: SECTION 9. BOARDS, COMMISSIONS, AND COMMITTEES The Fountain Hills' Town Council may create such boards, commissions, and committees as deemed necessary to assist in the conduct of the operation of Town government. The Town Council may authorize and direct the Town Manager to establish ad hoc committees as needed in order to provide additional flexibility with regard to conducting Town business. 9.1 REGULARLY SCHEDULED OR UNSCHEDULED BOARDS, COMMISSIONS AND COMMITTEES A. All boards, commissions, and committees of the Town shall be classified as regularly scheduled or unscheduled boards, commissions, and committees. Regularly scheduled boards, commissions, and committees are those that meet on a regularly scheduled basis or may be quasi-judicial in nature. Unscheduled boards, commissions, and committees meet on an as-called basis. B. Regularly scheduled boards, commissions, and committees include: 1. Planning and Zoning Commission 2. Parks and Recreation Commission 3. McDowell Mountain Preservation Commission 4. Community Center Advisory Commission 5. Public Safety Advisory Commission C. Unscheduled boards, commissions, and committees: 1. Ad Hoc Committees 2. Board of Adjustment D. Other separate legal entities also address the needs of the town, including: 1. Municipal Property Corporation 2. Cottonwoods Improvement District 3. Cottonwoods Maintenance District E. Except for the Planning and Zoning Commission and Board of Adjustment, any board, commission, or committee created shall cease to exist (i) upon the 9196.001\..\2005-30 Council Rules amend.res.doc 3.31.2005-1 accomplishment of the special purpose for which it was created or (ii) when abolished by a majority vote of the Town Council. 9.2 RECOMMENDATIONS FOR APPOINTMENTS TO BOARDS, COMMISSIONS AND COMMITTEES A. Staff shall maintain a master interview calendar that will anticipate vacancies for boards, commissions, and committees as listed under Section 9.1. Staff shall provide said calendar to the Council in order to provide councilmembers with advance knowledge of specific dates to be set aside for the purpose of interviewing board, commission, or committee applicants. The calendar will include the board, commission, or committee name, the expiration date of the term, the number of vacancies to be filled, the application submittal deadline, and the interview date. B. Staff will utilize the established council meeting dates in the following order as the dates from which to schedule the applicants' interviews; the executive session will be scheduled prior to or in place of the established meeting date. (See sample master interview calendar attached.): • 2nd Tuesday of each month (work-study) • 1st Thursday of each month (council meeting) • 3rd Thursday of each month (council meeting) C. At a minimum, a quorum of the Fountain Hills Town Council will meet in executive session to review all applications submitted for advertised vacancies on boards, commissions, or committees prior to staff scheduling interviews with the qualified applicants in order to identify which qualified applicants will be interviewed. When more than eight (8) applications are received, the Town Council shall determine which qualified applicants shall be interviewed. D. A minimum of a quorum of the Fountain Hills Town Council shall interview those qualified applicants, which were selected by the Council, to fill the vacancies for boards, commissions, or committees based upon the applicants' skills, experience, and background as required under Section 9.3 below. E. It shall be at the Fountain Hills Town Council's discretion if additional applicants will be interviewed at the conclusion of the interviewing process. 9.3 SELECTION OF BOARDS, COMMISSION OR COMMITTEE MEMBERS A. The call for applications to fill vacant seats to boards, commission, and committees shall include a request for: 1. A cover letter of interest. 2. A resume. 3. The "Background and Personal Data Outline" application that describes the applicants' skills, experience, and education background needed to ensure the successful filling of the vacancy. 9196.001\..\2005-30 Council Rules amend.res.doc 3.31.2005-1 2 4. Supplemental questionnaire specific to a board, commission, or committee application. 5. The consent to executive session form. B. At a minimum, staff liaisons shall be responsible for advertising to fill vacant seats to boards, commissions, and committees for at least two weeks and no later than two months, prior to the expiration of the current board, commission, or committee member(s) term, via: • The Town's government access channel. • Newspaper advertising. • The Town website. • And the Town's three official posting sites as listed in Section 2-4-3 in the Town Code. The staff liaison shall be responsible for submitting to the Town Clerk's office the Affidavit of Established Posting. Information Technology services are to be requested to place said notice on the Town's government access channel and website to meet the public notice requirements. The downloadable application packet will be placed on the Town's website for public access. C. Advertisement of vacancies shall include the following: 1. The name of the board, commission, or committee. 2. The number of vacancies to be filled. 3. A brief description of the board, commission, or committee. 4. A brief description of the qualifications, skills and experience background applicants should possess, if any. 5. An overview of when the board, commission, or committee meet. 6. The deadline for submitting applications. 7. Listing of applicant information required and location where application packets may be obtained. 8. Interview date(s). 9. Staff liaison contact information. 10. The dates of publication in the local paper. D. Individuals applying for boards, commissions, or committees must fill out and submit the Town application form and provide a resume to the Town Clerk by the published deadline. The Town Clerk will forward the application packets received to the appropriate staff liaison following morning after the deadline. E. The staff liaison to the board, commission, or committee will assemble and copy all application packets and provide all supporting materials to the Town Council for review as outlined in Section 9.2(C) above. The Town Council shall interview those applicants who will best fill the current vacancy. The staff liaison will schedule an appropriate time to ensure that a quorum of the Town Council may interview in person, or via telephone, all qualified applicants for open seat(s). L 9196.001\..\2005-30 Council Rules amend.res.doc 3.31.2005-1 3 cre F. After the interviews have concluded a quorum of the Town Council shall discuss applicants' qualifications and possible appointments for the same number of applicants, as there are vacancies. G. The staff liaison, in coordination with the Town Clerk, shall prepare an Agenda item for the next appropriate Town Council Meeting to fill open board, commission, or committee seat(s) to the Council. H. The staff liaison shall notify the appointee(s) that he/she is a possible candidate for appointment to a board, commission, or committee and suggest that they may want to be present at the scheduled meeting when the council appoints. I. Following Council appointment(s) to a board, commission, or committee, the staff liaison shall notify appointees in writing as to their appointment. Those applicants not chosen to fill a vacancy on a board, commission, or committee, will be provided written notification prepared by the staff liaison outlining the Council's appointments. J. The staff liaison will provide specific details to the new appointees to ensure their attendance at the "official" board, commission, or committee orientation; that new appointees take their "oath of office" prior to attending their first board, commission, or committee meeting; the staff liaison will provide official literature, agendas, minutes, or other materials specific to their appointment. 9.4 QUALIFICATIONS FOR APPOINTMENTS; EMPLOYEES OR APPOINTED OFFICERS AS MEMBERS A. All members of boards, commissions, and committees shall meet the following minimum qualifications upon their appointment to any board, commission, or committee. Each member must be: 1. Eighteen years of age or older, for any board, commission, or committee seats, designated by Town Council; except for members appointed to Youth Commissioner position for youth representation. 2. A Fountain Hills' resident for at least one year, unless the Town Council specifically waives this time or residency requirement for a specific board, commission or committee. 3. A registered voter, except youth appointees. B. Town employees or appointed officers shall not be eligible for appointment to any board, commission, or committee but may be requested to provide staff support thereto. Council Members are prohibited from serving on regularly scheduled commissions as listed in Section 9.1(B) above and the Board of Adjustment. C. Pursuant to the Fountain Hills Town Code, 9-2-7, the Mayor, with the consent of the Council, may from time to time appoint ex-officio members to the ,,, commission (Parks and Recreation Commission). Such members shall serve at 9196.001\..\2005-30 Council Rules amend.res.doc 3.31.2005-1 4 the pleasure of the Mayor and Council. Ex-officio members shall not be entitled to vote on any matter brought before the commission. 9.5 TERMS,VACANCIES, REMOVAL A. All members of unscheduled boards, commissions, and committees shall serve a term of up to three years, or until the board, commission, or committee is dissolved, unless Town Council action, Town Code, or Arizona Revised Statutes specifically designates terms. B. For those regularly scheduled boards, commissions, and committees having five (5) members or fewer, the terms of office shall be staggered so that no more than three (3) terms shall expire in any single year when possible; provided, however, that no staggering of terms shall be required for any boards, commission, or committee that will be in existence for a single term. C. For those boards, commissions, and committees having more than five (5) members but less than eight (8) members, the terms of office shall be staggered so that no more than four (4) terms shall expire in any single year when possible; provided, however, that no staggering of terms shall be required for any board, commission, or committee that will be in existence for a single term. D. No individual may serve as a voting member on more than two regularly 4160, scheduled or unscheduled boards, commissions, and committees at one time. E. A vacancy on a board, commission, or committee shall be deemed to have occurred upon the following: 1. Death or resignation of a member of a board, commission, or committee. 2. A member ceasing to be a resident of the Town of Fountain Hills, unless the Town Council has provided that such member may be a non-resident. 3. Three successive unexcused or unexplained absences by a member from any regular or special board, commission, or committee meetings. However, the term of all members shall extend until their successors are appointed and qualified. F. Any board, commission, or committee member may be removed as a member to that board, commission, or committee upon a vote of not less than four Council Members for any reasonable cause as determined by the Town Council. G. Whenever a vacancy has occurred on one board, commission, or committee procedures described in Section 9.3 above will be used to generate applicants, interview applicants, and make a recommendation for a potential appointee. H. An incumbent member of a board, commission, or committee seeking reappointment shall submit a new application under the provisions set forth in Section 9.3 above and shall be considered for appointment by the Town Council in the same manner as all other applicants for such position. 9196.001\..\2005-30 Council Rules amend.res.doc 3.31.2005-1 5 9.6 APPLICABILITY OF THE ARIZONA OPEN MEETING LAW All boards, commissions, and committees are subject to the Arizona Open Meeting Law. 9.7 RESIDENCY REQUIREMENTS Members of the Planning and Zoning Commission and Board of Adjustment shall be residents of the Town. Members of the Parks and Recreation Commission, McDowell Mountain Preserve Commission, Community Center Advisory Commission, and Public Safety Advisory Commission should be residents of the Town of Fountain Hills. Any other boards, commissions, or committees may have members who are not residents of the Town of Fountain Hills at the discretion of the Town Council; provided, however, that the majority of the members of any such board, commission, or committee should be residents, business owners, or property owners in the Town of Fountain Hills. SECTION 2. That the Mayor, the Town Manager, the Town Clerk and the Town Attorney are hereby authorized and directed to take all steps necessary to carry out the purpose and intent of this Resolution. PASSED AND ADOPTED BY the Mayor and Council of the Town of Fountain Hills, Arizona, April 7, 2005. FOR THE TOWN C F OUNTAIN HILLS: ATTESTED TO: J tit id W. J. Nichol , Mayor evelyn J. nd , Town Clerk REVIEW-Y. APPROVED AS TO FORM: Ti of G. Pickering, Town ager Andrew J. McGuire, Town Attorney L 9196.001\..\2005-30 Council Rules amend.res.doc 3.31.2005-1 6