Public Agency Reports
Judy Poe, Director, Sedona Public Library She thanked the Council for their $100 contribution to the Village library, which qualified for matching funds. The overall fundraising campaign reached $42,000. She and the staff have been working on a new strategic plan based on feedback gathered from a community-wide survey. There are a number of major projects underway including construction of a large outdoor patio (100-150-person capacity, stage, movie screen) to the Sedona campus that will provide open-air meeting space. The library building will also be renovated and modernized, and a concept to relocate the Village library from Bell Rock Plaza to the Big Park Community School is under investigation. This would allow greatly expanded services, including internet-enabled activities and meeting space for community gatherings.
A question was posed as to the timeline of the roadwork at SR179 and Beaverhead Flat Road, to which Supervisor Michaels agreed to investigate. That information arrived shortly after the meeting and is included here:
Dan Cherry, P.E., CFMDirector, Yavapai County Public Works DepartmentWe completed a quick night-time culvert extension in the last month in preparation for the turn lane work from 179 on to Beaverhead Flat Road, but we are in a holding pattern at the request of ADOT while they move forward on a full-width pavement overlay project for that segment of SR 179. The ADOT work entails a 3″ thick asphaltic concrete overlay. The ADOT project is currently out for bid and we are told their work is anticipated to start in the May/June 2021 time frame.After that overlay is completed by ADOT, we are going to do a little re-survey of the portion of road where our turn lane project is, and a small change order on the design contract to make sure it fits the new, freshly overlain roadway surface of SR 179. We anticipate that to occur during the summer and we will get the project out to bid as soon as we can, once ADOT finishes their work and we can collect the new survey data. I am anticipating we build the turn lane reconfiguration at Beaverhead Flat around late summer/early fall of 2021.I hope that helps. We had wanted to do this prior, but ADOT had asked us to hold off on the work so that we didn’t have conflicting construction zones, and to make sure the two projects mesh well at the conclusion.
President’s Report: Camille Cox noted that the executive board discussed timing on returning to in-person meetings, or the possibility of a hybrid model. It was felt to be premature for April, but should be considered again next month for the May regular meeting. The board will keep the Council current on the discussion.
President’s Report The president brought the Council’s attention to the election of officers for 2022, as changes to the bylaws have been passed that impact the process. Volunteers for the nominating committee (2-4 members) are needed, for appointment at the August meeting. (this committee is appointed by the Council, not the president). That committee is responsible for presenting a list of officer candidates (president, vice president, secretary and treasurer). As the current president will have served two terms (bylaws limit), she will be the presumptive Immediate Past President in 2022.
Article IV– Meetings: Co-Chair Nancy Maple lead the review and discussions and the Council agreed to:
- Keep the Current Bylaws (CBL) procedures for calling a special meeting
- Revise the CBL to require both meeting notice and agenda to be provided no later than five (5) business days prior to the next Council meeting.
- Keep time at the end of Council meetings for matters not on the agenda to be raised by Reps/Alts or members of the public, allowing 3 minutes per person to speak.
- Revise the CBL to require a majority vote of the Council (not 2/3) for changes to the agenda, adding future agenda items, or referring issues to committee, whether raised by a Rep/Alt or member of the public.
- Revise the CBL to state that Roberts Rules of Order shall be referenced for procedural matters, and will no longer be definitive.
- Add verbiage to the existing Open Meeting Policy document as well as to the bylaws stating that Council meetings are open to the public and committee meetings are open to public observation. Article VII – Committees: The Council agreed to:
- Keep the Current Bylaws (CBL) wording and have the Council approve the Purpose & Scope of all of its committees
- Keep the CBL suggestion (not mandatory) that Committee Chair/Members have a four (4) consecutive years maximum term.
- Merge Standing and regular Committees into Standing Committees and simplify the bylaws by putting their descriptions, purpose & scope of all committees in a Policy document. Audit, Budget and Nominating will remain as described in the bylaws and Ad hoc committees will continue to be created by Council motion as needed.
- Keep the CBL requirement that committees gather information and make recommendations for action to the Council. Authority to act belongs to the Council unless specifically delegated to a committee per Article III, Section 5.
- Committee presentation of options to the Council was favorably received where a committee is not unanimous in its recommendations. A description of this process will be added to the Policy document on Committees. Committee Reports
A moment of silence was observed in honor of Thomas Graham, who served the Council in many roles for many years.
The next meeting of the Council is May 13th, 9am via Zoom
The next meeting of the Executive Board is May 4th, 2pm location TBD
The next meeting of the P&Z Committee will be May 21st, 10am via Zoom