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HomeMy WebLinkAboutMinutes - Minutes - Government Services Committee - Meeting Date: 12/7/2021Glendale A R I Z O N A MINUTES GOVERNMENT SERVICES COMMITTEE CITY HALL COUNCIL CONFERENCE ROOM 5850 W. GLENDALE AVE. GLENDALE, ARIZONA 85301 DECEMBER 7, 2021 2:00 P.M. 1. CALL TO ORDER Councilmember Turner called the meeting to order at 2:03 p.m. 2. ROLL CALL Present: Bart Turner, Chair Ian Hugh, Councilmember Lauren Tolmachoff, Councilmember Also Present: Julie K. Bower, City Clerk Michael Bailey, City Attorney 3. CITIZEN COMMENTS None 4. APPROVAL OF THE MINUTES 1. Approval of the minutes of the November 2, 2021 Government Services Committee meeting Motioned by Councilmember Lauren Tolmachoff, seconded by Councilmember Ian Hugh to approve the minutes of the November 2, 2021 Government Services Committee meeting. AYE: Chair Bart Turner Councilmember Ian Hugh Councilmember Lauren Tolmachoff Passed 5. RESIGNATIONS None 6. NEW BUSINESS 1. Discussion regarding Planning Commission Procedures and Meeting Dates Councilmember Turner said City Manager Kevin Phelps had requested that the Government Services Committee (GSC) consider a meeting date change for the Planning Commission. The Commission currently met on the first Thursday of each month. Councilmember Tolmachoff said she had been told by a Commissioner that the Planning Commission had already been given a schedule for 2022 reflecting a meeting date on the fourth Thursday of each month. The Planning Commission did not take action on the schedule. Councilmember Turner said no one had checked the establishing ordinance for the Planning Commission. Staff had pre-empted the GSC. He did not think it would correct the problem. The City promised speed -to -market but changing the meeting date might cause a month's delay for a project. Councilmember Tolmachoff said it should be a decision of the Planning Commission. The Commission should have been given options and the possible consequences of changing the meeting date. Developers were aware of the Planning Commission meeting schedule. Councilmember Turner said the Thompson Thrift item was not ready until 5:00 p.m. before the voting meeting. Vice Mayor Hugh said everyone knew when it was due but waited until the last day. Councilmember Tolmachoff said the agenda reports and attachments were littered with mistakes. Her appointee to the Commission had indicated he was okay with the change but did not think it would fix the problem. Councilmember Turner said everything should be correct by the time it went to the Planning Commission. Councilmember Tolmachoff said the only thing the Commission would add were stipulations. Councilmember Turner said it was not necessary to slow down the whole process. Councilmember Tolmachoff said that was especially true if staff was not checking its work. She said changing the meeting date would delay everything that was in the works and the change should be up to the Planning Commission. Her opinion was that it should be left as it was. The City Attorney had indicated a meeting date change would require a vote by the Planning Commission. Councilmember Turner said there was no point to changing the date. He did not think the problem was the calendar. Vice Mayor Hugh suggested that it be discussed by Council. Mr. Baileyjoined the meeting. He said the establishing ordinance stated the Commission Government Services Committee Meeting Minutes - December 7, 2021 Page 2 of 4 fixed the time and place of the meetings. Councilmember Tolmachoff asked if the Commission would be required to meet the first Thursday of January to take action on the proposed meeting date change before the change could be implemented. Mr. Bailey said that the Commission did need to take action to adopt a new meeting date. The Commission did have the authority to call special meetings. It should be done as soon as possible so that developers could be notified of the change. There was consensus to discuss the issue with the full Council at the December 14th executive session. 2. Discussion regarding program for annual Board and Commission Member Appreciation Dinner Ms. Bower said because of COVID-19, dinners were not held in 2020 and 2021 but at the dinner in 2019, outgoing members had been invited to receive a plaque and challenge coin in appreciation of their service. No outgoing members had attended the dinner and the Clerk's Office had been informed by board and commission staff liaisons that outgoing members preferred to receive the plaque and coin at the last meeting of their term on the board or commission. Ms. Bower suggested that outgoing members be invited and recognized at the dinner but be presented with the plaque and coin at the appropriate board and commission meeting. Committee members concurred with the suggestion. Ms. Bower said current members were also recognized at the dinner. At the 2019 dinner, each Councilmember recognized the board and commission members he or she had appointed. She asked if that was the preference for the 2022 dinner or if members should be recognized by board or commission. The Committee consensus was to recognize members by district and be presented with a certifice of appreciation. 7. MOTION TO ENTER INTO EXECUTIVE SESSION Motioned by Councilmember Ian Hugh, seconded by Councilmember Lauren Tolmachoff to hold an executive session. AYE: Chair Bart Turner Councilmember Ian Hugh Councilmember Lauren Tolmachoff Passed 8. EXECUTIVE SESSION The Committee entered into executive session at 2:53 p.m. for discussion and consideration of appointments and matters regarding various boards, commissions and other bodies pursuant to A.R.S. 38-431.03(A)(1). Government Services Committee Meeting Minutes - December 7, 2021 Page 3 of 4 Motioned by Councilmember Ian Hugh, seconded by Councilmember Lauren Tolmachoff to adjourn the executive session. AYE: Chair Bart Turner Councilmember Ian Hugh Councilmember Lauren Tolmachoff Passed Councilmember Turner adjourned the executive session at 2:58 p.m. 9. NEXT MEETING Ms. Bower said the next regular meeting of the Government Services Committee was scheduled to held on January 4, 2022 at 2:00 p.m., in the Council Conference Room of City Hall, located at 5850 W. Glendale Ave, Glendale, Arizona, 85301. Councilmember Tolmachoff had a conflict with the date. Ms. Bower was directed to find an alternate date for the January meeting. 10. ADJOURNMENT Councilmember Turner adjourned the meeting at 2:58 p.m. The Government Services Committee meeting minutes of December 7, 2021 were submitted and approved this 1st day of February, 2022. JgWK. Bower, MMC City Clerk Government Services Committee Meeting Minutes - December 7, 2021 Page 4 of 4