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HomeMy WebLinkAboutMinutes - Minutes - Government Services Committee - Meeting Date: 5/7/2019MINUTES GOVERNMENT SERVICES COMMITTEE CITY HALL COUNCIL CONFERENCE ROOM 5850 W. GLENDALE AVE. GLENDALE, ARIZONA 85301 MAY 7, 2019 1:00 P.M. 1. CALL TO ORDER Councilmember Turner called the meeting to order at 1:03 p.m. 2. ROLL CALL Present: Joyce Clark, Vice Mayor Bart Turner, Councilmember Absent: Ian Hugh, Councilmember Also Present: Julie K. Bower, City Clerk 3. CITIZEN COMMENTS None 4. APPROVAL OF THE MINUTES 1. Approval of the minutes of the April 2, 2019 Government Services Committee meeting Motioned by Vice Mayor Joyce Clark, seconded by Councilmember Bart Turner to approve the minutes of the April 2, 2019 Government Services Committee meeting. AYE: Vice Mayor Joyce Clark Councilmember Bart Turner Other: Councilmember Ian Hugh (ABSENT) Passed S. RESIGNATIONS None 6. NEW BUSINESS 1. Discussion, consideration and action regarding the consolidation of the Citizens Active Transportation Committee into the Citizens Transportation Oversight Commission Presented by: Trevor Ebersole, Transportation Director Purab Adabala, Transportation Planner Patrick Sage, Transportation Planner Mr. Ebersole said staff was requesting the dissolution of the Citizens Active Transportation Advisory Committee (CATAC), a subcommittee of the Citizens Transportation Oversight Commission (CTOC). The citizen representation, actions and activities of the CATAC would be consolidated into those of the CTOC. Mr. Ebersole said there were several contributing factors for the request: • The CATAC mission was a subset of CTOC's roles and responsibilities • Research had not identified anything in the City Code that established or mandated the CATAC • The CATAC was unique in the Valley; other cities addressed active transportation issues through boards/commissions similar to CTOC • The CATAC struggled to attract and retain members resulting in canceled meetings - three of the last four meetings and one-third of the meetings since January 2017 were canceled due to a lack of quorum • Staff efficiency could be improved by providing support to a single commission - CTOC - which represented all transportation modes with the exception of aviation • Active transportation issues might be more effectively addressed comprehensively within the CTOC's integrated transportation system perspective Vice Mayor Clark recommended the consolidation. Councilmember Turner said Council had recently approved the name change for CATAC. He thought there was momentum for the committee. Mr. Ebersole said it had appeared there was momentum but that was not the case. The committee had failed to meet quorum requirements in eight of the last 29 meetings. There was redundancy between the CATAC and the CTOC. The same information was presented to both bodies. Because of that, staff was in support of dissolving the CATAC. Vice Mayor Clark asked what the recommendation was for the current members of the CATAC. She suggested that the members be moved to the CTOC until the expiration of their terms. At the expiration of the terms, the number of members on CTOC would go back to eleven. Mr. Sage said there were currently three vacancies on the CATAC and one of the current members was also a member of CTOC. There would be three members who would be affected by the consolidation. There was one vacancy on the CTOC. Councilmember Turner asked if the City Code would allow for additional members. Ms. Bower said Section 2-318 of the City Code stated, "the commission shall be composed of eleven (11) members. Councilmember Turner asked if joint meetings would address the issues until the expiration of terms. Mr. Ebersole said lack of a quorum for the CATAC was an issue and it could be that only CTOC would have a quorum and be able to conduct a meeting. Councilmember Turner asked if the issue had been discussed by the CATAC or the CTOC. Mr. Adabala said the issue had been raised recently by the member who sat on both the CATAC and the CTOC. He said staff could seek advice from the City Attorney's Office on how to proceed with allowing the CATAC members to join the CTOC until the expiration of terms. The consensus was to have staff work with the City Attorney's Office to investigate the consolidation of the CATAC with the CTOC on a temporary basis. Mr. Ebersole returned to the meeting after discussing the issue with Assistant City Attorney Kurt Christianson. The legal opinion was that the CATAC and CTOC could be consolidated but only eleven CTOC members would be able to vote. One of the CATAC members could be appointed to fill the current vacancy on the CTOC. Ms. Bower said the CTOC vacancy was from the Barrel District. The consensus was to move forward with the consolidation. 2. Discussion, consideration and action regarding the draft policy for selection of chairs and vice chairs Vice Mayor Clark said the draft indicated that an item be placed on board and commission agendas regarding chair and vice chair recommendations in October or November. She requested that it be changed to October to allow enough time for review by the Government Services Committee (GSC). Councilmember Turner asked for clarification regarding the Library Advisory Board vice chair. Ms. Bower said the City Code provided that the chair be appointed by Council and the Board select a vice chair. The Board would forward a recommendation for chair to the GSC. Consensus was to implement the policy as amended. 3. Discussion, consideration and action regarding the draft policy for board and commission goal setting Ms. Bower said the draft policy indicated the approved goals would be forwarded by the City Clerk to Council. She asked if the GSC wanted to review the goals before they were forwarded to Council. Vice Mayor Clark wanted to keep the process informal. She supported the draft policy as written. Councilmember Turner asked for clarification regarding the goal setting issue. Ms. Bower explained it was discussed at the April GSC meeting in response to comments from the Board and Commission Member Satisfaction Survey regarding a desire to have more input on topics/issues for discussion on board and commission agendas. The consensus was to implement the goal setting policy. Ms. Bower presented information regarding boards and commissions that provided training to new members. She explained that the City Clerk's Office and the City Attorney's Office provided training and written material to newly -appointed members. It was general training regarding parliamentary procedure, Open Meeting law, conflicts of interest, etc. Many boards and commissions also provided training that was specific to the new member's board or commission. Vice Mayor Clark wanted to make sure every board or commission provided training to new members that was specific to the member's board or commission. She also wanted the board or commission liaisons to provide written information regarding the powers, duties and mission of the board or commission, applicable ordinances, regulations and information, etc. to each member. Ms. Bower was directed to develop a board and commission member training policy. 7. MOTION TO ENTER INTO EXECUTIVE SESSION Motioned by Vice Mayor Joyce Clark, seconded by Councilmember Bart Turner to hold an executive session AYE: Vice Mayor Joyce Clark Councilmember Bart Turner Other: Councilmember Ian Hugh (ABSENT) Passed 8. EXECUTIVE SESSION The Committee entered into executive session at 1:20 p.m. for discussion and consideration of appointments to various boards, commissions and other bodies (A.R.S. 38-431.03(A)(1)). Motioned by Vice Mayor Joyce Clark, seconded by Councilmember Bart Turner to adjourn the executive sesion. AYE: Vice Mayor Joyce Clark Councilmember Bart Turner Other: Councilmember Ian Hugh (ABSENT) Passed Councilmember Turner adjourned the executive session at 1:31 p.m. 9. NEXT MEETING The next regular meeting of the Government Services Committee will be held on June 4, 2019 at 2:00 p.m., in the Council Conference Room of City Hall, located at 5850 W. Glendale Avenue, Glendale, Arizona, 85301. 10. ADJOURNMENT Motioned by Vice Mayor Joyce Clark, seconded by Councilmember Bart Turner to ajdourn the meeting. AYE: Vice Mayor Joyce Clark Councilmember Bart Turner Other: Councilmember Ian Hugh (ABSENT) Passed Councilmember Turner adjourned the meeting at 1:32 p.m. The Government Services Committee meeting minutes of May 7, 2019 were submitted and approved this 4th day of June, 2019. J 1 e K. Bower, MMC City Clerk