Town Council

A Special Meeting is a type of meeting that is convened by a public body, like the Town Council or a board/commission, outside of its regular schedule to discuss and address specific or urgent matters. Most Special Meetings occur on the second and fourth Mondays of the month.

Public Participation: Special Meetings are open to the public, allowing residents to attend, listen, and provide input at Call to the Public on the matters being considered. This practice ensures that all discussions and decisions are made in a transparent manner and with community engagement.

The Town is committed to maintaining open lines of communication and transparency with its residents. Special Meetings are an integral part of this commitment, ensuring that the Town Council can address matters promptly while keeping the public informed and involved in the decision-making process.

Emergency meetings involving unforeseen circumstances such as disaster or impairment of the health and safety of the public are scheduled upon the direction of the Mayor. The meeting is an open meeting to address specific items and issues and may be scheduled independently of a regular meeting. It should comply with the Open Meeting Law as much as possible in light of the emergency situation.

Work Sessions serve as an essential component of public governance and transparency. Unlike Regular or Special Meetings, Work Sessions are designed to provide a forum for detailed exploration of particular subjects, allowing members of the public body to gather information, ask questions, and engage in in-depth discussions. The primary purpose of a Work Session is to ensure that the members are well-informed and prepared to make decisions on matters at subsequent meetings.

Work Sessions may include briefings by staff, consultants, or invited experts, as well as presentations that outline key issues, updates on ongoing projects, or proposed policy or code changes. These sessions are characterized by their interactive nature, where members of the public body can discuss topics openly without the constraints of a formal decision-making process.

Work Sessions are typically open to the public to maintain transparency and foster community engagement. At the end of each meeting, a segment titled “Call to the Public” is included, allowing community members to provide input, ask questions, or share their views on the matters discussed during the session. This section helps ensure that the public has an opportunity to participate actively in the local governance process.

Work Sessions can be scheduled independently or in conjunction with a Regular or Special Meeting, depending on the needs and priorities of the public body. Their flexible and focused format makes them an invaluable tool for promoting informed decision-making and enhancing the overall effectiveness of public governance.

Called as necessary. These meetings are not open to the public and there are only seven categories of topics that may be discussed (as defined by State Statute). Any action to be taken relating to the discussion held in Executive Session must occur during an open meeting and under a separate concise agenda item.

A Public Notice is an official announcement informing the public about an upcoming meeting of a public body, such as a Town Council, which includes details like the date, time, and location of the meeting. Public Notices also contain the agenda listing the topics that will be discussed or considered during the meeting. These notices are posted at least 24 hours in advance, in compliance with the Open Meeting Law, to ensure transparency and provide the public with an opportunity to attend and participate.

In addition to legally required Public Notices, the Town may issue Courtesy Notices when it is aware that a quorum of the council or board/commission members will be present at the same location, even if no official business or decision-making will occur. These courtesy notices are not mandated by law but are provided as a service to keep the public informed and aware of the presence of council members in informal settings. This practice reinforces the Town’s commitment to openness and transparency by keeping the community informed about gatherings that involve multiple council members, even when such gatherings do not constitute a formal meeting..

By adhering to both required and courtesy notification practices, the Town demonstrates its dedication to maintaining a transparent and informed relationship with its residents, ensuring that the community is always aware of and engaged in the local governance process.

A Council Quorum represents the minimum number of members from a Town Council who must be present to legally convene a meeting and conduct the Town’s official business. In the context of our Town Council, which is composed of seven members, a quorum is achieved when at least four members are present. This ensures that a majority of council members are involved in discussions, decision-making, and voting processes, providing a balanced representation of the Town Council’s viewpoints and maintaining the integrity of the Town Council’s actions.

In addition to Regular, Special Council Meetings, and Work Sessions our Town Council serves in various other capacities that also require a quorum to be present:

• • Board of Adjustments: The Town Council acts as the Board of Adjustments, where they make decisions on appeals and variances related to zoning and land use regulations. A quorum of at least four members is needed for the board to meet, deliberate, and render decisions on these matters.

• • Community Facility District (CFD): The Town Council also serves as the governing board for the Community Facility Districts, overseeing matters related to special taxing districts that finance public infrastructure and facilities. Just like in regular Council Meetings, a quorum of four members is necessary for the CFD board to conduct its business and make decisions.

Arizona Open Meeting Law