City Council Work Session

MINUTES OF THE WORK SESSION OF THE CITY COUNCIL OF THE CITY OF COTTONWOOD, ARIZONA, HELD JUNE 9, 2026, AT 6:00 P.M., AT THE COUNCIL CHAMBERS--RIVERFRONT LOCATED AT 1083 E. RIVERFRONT ROAD, COTTONWOOD, ARIZONA. A COMPLETE RECORDING OF THE CITY COUNCIL WORK SESSION HELD ON JUNE 9, 2026, IS AVAILABLE HERE: (FULL AUDIO OF JUNE 9, 2026, WORK SESSION) TIMESTAMPS FOR EACH AGENDA ITEM ARE PROVIDED BELOW THE CORRESPONDING ITEM DISCUSSED. ______________________________________________________________________________ Mayor Shaw called the meeting to order at 6:00 p.m. Roll call was taken as follows: COUNCIL MEMBERS PRESENT Ann Shaw, Mayor Felicia Coates, Vice Mayor Stephen DeWillis, Council Member Christopher Dowell, Council Member Robert Marks, Council Member Joy Mosley, Council Member Debbie Wilden, Council Member STAFF MEMBERS PRESENT Mario Cifuentez, II, City Manager John Gaylord, City Attorney Michael Goodman, City Attorney Tami Mayes, City Clerk Sami Real, Community Development Director Ron Sauntman, Fire Chief Kirsten Lennon, Financial Services Director ITEMS FOR DISCUSSION, CONSIDERATION, AND POSSIBLE DIRECTION TO STAFF: Discussion and direction regarding the City of Cottonwood’s Dark Sky Community designation (Audio at approximately 6:00 p.m.) PowerPoint presentation by Ms. Real, a copy of which is attached to the agenda packet for this agenda item. Ms. Real presented an overview of the City's International Dark Sky Community designation, including the history of the designation, current compliance requirements, and the upcoming November 2028 deadline requiring all outdoor lighting within the City to conform to the Dark Sky lighting standards established in the Zoning Ordinance. Ms. Real explained that while the City continues to meet its reporting, public outreach, and lighting measurement obligations, Cottonwood City Council Work Session June 9, 2026 Page 2 failure to demonstrate community-wide compliance could jeopardize the City's International Dark Sky Community designation. She outlined the significant staff resources, public education efforts, potential partnerships, grant opportunities, and proactive code enforcement activities that would be necessary to pursue full compliance and maintain the designation. Questions and comments from Council. Council discussed the challenges associated with enforcing existing lighting standards on private property, including staffing impacts, financial costs to both the City and property owners, and the practicality of achieving full compliance by the required deadline. Council Members expressed continued support for preserving the City's Dark Sky lighting ordinance and promoting dark sky principles but questioned whether the benefits of maintaining the formal International Dark Sky designation justified the additional staffing, enforcement, and financial commitments that would be required. Council also discussed continuing public education efforts, voluntary compliance, and potential partnerships with organizations such as the Verde Valley Astronomy Club, local businesses, and utility providers. By consensus, Council directed staff to continue administering and enforcing the City's existing Dark Sky lighting standards for new development and complaint-based enforcement, continue the required annual reporting, public outreach events, and educational efforts associated with the designation, and pursue voluntary community compliance through education and partnerships. Council did not support implementing a proactive citywide enforcement program, adding staff, or dedicating significant additional resources solely for the purpose of maintaining the International Dark Sky Community designation. Council further indicated that, should the City ultimately lose the designation due to the inability to achieve full community-wide compliance, the City should continue promoting and protecting dark skies through its existing ordinance and public education efforts, with the option of pursuing re- designation in the future if circumstances warrant. There were no further questions or comments from Council. Introduction, discussion, and possible direction to staff regarding the City of Cottonwood Emergency Operation Plan (EOP (Audio at approximately 6:43 p.m.) PowerPoint presentation by Chief Sauntman, a copy of which is attached to the agenda packet for this item. Chief Sauntman presented an overview of the proposed City of Cottonwood Emergency Operations Plan (EOP), explaining its purpose, alignment with federal, state, and county emergency management standards, and its role in coordinating the City's response to large- scale emergencies and disasters. Council discussed emergency management responsibilities, public notification systems, mutual aid, emergency preparedness, and opportunities to Cottonwood City Council Work Session June 9, 2026 Page 3 increase public education regarding emergency planning, including promotion of the RAVE and Genasys EVAC notification systems. During discussion, Council expressed support for enhancing public outreach and preparedness efforts through resources such as the City Snapshot newsletter, utility bill inserts, and educational materials regarding emergency kits, evacuation planning, and emergency notification systems. Council also discussed bringing the Emergency Operations Plan forward for formal adoption as the City's supplement to the Yavapai County Emergency Operations Plan. Council directed staff to return the Emergency Operations Plan on a future agenda for formal Council consideration and adoption. Council also directed staff to expand public outreach efforts regarding emergency preparedness by promoting the RAVE and Genasys EVAC alert systems and providing educational information to residents through the City's communication channels, including the Snapshot newsletter and other available outreach methods. Introduction of a draft proposed Rules of Procedure for City Council meetings, discussion of the various items and order of business, and direction to staff as warranted (Audio at approximately 7:22 p.m.) PowerPoint presentation by Mr. Cifuentez, a copy of which is attached to the agenda packet for this item. City Manager Mario Cifuentez introduced a draft set of Rules of Procedure for City Council meetings, explaining that the City currently does not have formally adopted procedural rules. He stated that the proposed document was intended to establish clear, fair, orderly, and efficient meeting procedures while complementing the Council's existing Code of Conduct. Mr. Cifuentez emphasized that the draft was intended to generate discussion and receive Council direction before returning with a revised version for formal consideration. Council discussed the length of regular meetings and the possibility of establishing a general meeting conclusion time of 9:00 p.m., unless extended by Council consensus. Members generally supported including language allowing the Mayor to poll the Council at 9:00 p.m. regarding whether to continue the meeting or postpone remaining business. Staff was directed to clarify the process in the next draft. Council reviewed procedures for work sessions, including meeting times and meeting format. Following discussion, Council reached consensus to begin conducting regular work sessions at 4:00 p.m. Staff was directed to draft language allowing the Mayor flexibility to establish work session start times, consistent with City Code. Council further confirmed its preference that work sessions remain informational in nature, with no formal Council action taken during work sessions. Staff was directed to remove the word "generally" from the provision stating that official action is not taken during work sessions and to include language documenting current practice. Council also supported adding language providing for the Mayor to summarize Council direction at the conclusion of work session discussions to ensure staff Cottonwood City Council Work Session June 9, 2026 Page 4 receives clear direction. Council discussed the possibility of opening regular Council meetings with an invocation. Following discussion regarding legal considerations, inclusiveness, and administrative requirements, the majority of Council expressed that they did not support adding invocations to Council meetings. Staff was directed to remove the proposal from future drafts. Council reviewed proposed procedures governing Consent Calendar items. After discussion, Council did not support establishing a maximum dollar threshold for items eligible for placement on the Consent Calendar. Council affirmed its current practice allowing Council Members and members of the public to request removal of individual Consent Calendar items for separate discussion and action. Staff was directed to continue reflecting that practice in the Rules of Procedure and to include language explaining the purpose and administration of the Consent Calendar. Council discussed procedures relating to ordinances and resolutions, including whether titles should continue to be read into the record. After discussion, Council expressed consensus that reading ordinance and resolution titles into the record was no longer necessary and directed staff to remove that requirement from the proposed Rules of Procedure. Council reviewed procedures for public hearings, including the order of presentations, public comment, rebuttal opportunities, time limits, and Council interaction with speakers. Council supported developing standardized procedures and visual presentation slides outlining the order of public hearings and identifying when public comment is open and closed. Staff was directed to develop presentation slides for Council and Boards and Commissions that clearly identify public hearing procedures and public comment opportunities. Council discussed public comment time limits and enforcement. Members generally supported maintaining a three-minute time limit for public comment and favored consistent enforcement, including the ability to disable microphones when time expires. Council also supported establishing a maximum presentation time of 15 minutes for applicants and appellants during public hearings. Staff was directed to incorporate these provisions into the next draft. Council discussed meeting decorum and procedures for addressing disruptive behavior. Staff was directed to include procedures addressing unruly conduct and to review any existing protocols for incorporation into the Rules of Procedure. Council reviewed draft language concerning proclamations and recognized the benefit of establishing advance submission deadlines for proclamation requests. Staff was directed to incorporate appropriate administrative timelines into the draft procedures. Additional revisions requested by Council included: • Using gender-neutral terminology throughout the document. Cottonwood City Council Work Session June 9, 2026 Page 5 • Maintaining consistent references to "Council Members." • Clarifying language regarding residents and taxpayers during Oral Communications. • Requiring speakers to identify themselves and indicate whether they are City residents, while considering how such a requirement should be administered. • Reviewing remaining sections of the draft at a future work session before presenting the document for formal adoption. Mr. Cifuentez stated that staff would incorporate Council's comments and recommendations into a revised draft, consult with the City Attorney regarding additional revisions, and return the proposed Rules of Procedure for further Council review and discussion prior to adoption. ADJOURNMENT MOTION: Council Member DeWillis moved for adjournment. SECOND: Mayor Shaw The motion unanimously carried. The work session was adjourned at 7:08 p.m.