Fort Walton Beach Council minutes — 09-12-06 workshop minutes — reading text

MINUTES OF THE COUNCIL WORKSHOP MEETING OF THE CITY OF FORT WALTON BEACH, FLORIDA SEPTEMBER 12, 2006 INTRODUCTION A Council Workshop Meeting of the City Council of Fort Walton Beach, Florida, was held on Tuesday, September 12, 2006, at 5:30 p.m. with the following members present: Mayor Mike Anderson Councilmen: Mike Holmes, Bill Patterson, Bob Campbell, Jim Tucker, Dr. Wayne Pullen, and Mike Minich Absent: Jim Hartwell Also Present: Joyce Shanahan, City Manager; Helen Spencer, City Clerk; Finance Director (Position vacant); Toni Craig, City Attomey; and Department Directors CALL TO ORDER The Mayor called the meeting to order. PLEDGE OF ALLEGIANCE The Mayor led in the Pledge of Allegiance. BOARDS/COMMITTEES Discussion regarding attendances, excused/unexcused absences, and accounting periods for absences for City Boards and Committees; possible reduction of number of members of the Waters Edge Ad Hoc Committee. Dr. Pullen mentioned the difficulty in recruiting people to volunteer for the boards and committees, the problem with absences and then removal because of absences. He mentioned at this time, except for the Code Enforcement Board, there is no excused absence and proposed that Council authorize the Boards and Committees to have excused absences, that Council establish a limit on the number of excused absences, then the Boards and Committees can put it in their Rules of Procedure. He suggested Council request the City Attorney to prepare an ordinance to allow excused absences, and still be limited to the three unexcused absences. Discussion included views on the difficulty in getting individuals to serve on the Boards/Committees; concern there would be a person who would miss a number of meetings in a year with excused and unexcused absences; whether or not the Boards/Committees should establish their own excused absences or whether Council should establish standardized excused absences and standardized procedures for those not mandated by State Law; whether or not the members should call the Chairman or the City Clerk if they are unable to attend a meeting; concern for the individuals attending the meetings and asking the Boards to take action on something and then there is no quorum; and whether or not a decrease in membership would help obtain a quorum. Dr. Pullen mentioned that Council has decreased membership on different Boards and the Water’s Edge Committee has asked their membership be decreased because they cannot get a quorum. He also mentioned that each Board be given a little more responsibility as they have their meetings and Council never hears what they are talking about. 38 Council Workshop 9-12-06 BOARDS/COMMITTEES cont. Mr. Minich commented if the Boards have a recommendation then Council receives the backup data on any decision. He noted the Boards can come before Council to represent their views and staff always presents the Boards recommendations. Returning to the discussion on absences, Dr. Pullen suggested that Council establish an Ordinance to allow "x" number of excused absences per year, then the Board can set up their rules on the excused absence. The City Attorney noted there are two choices: either the Board has the autonomy to make the decision on their own, or Council defines the way in which the Board handles the issue. She said if Council allows the Board to have the autonomy to make the decision, then they would do that through their Rules. She said the first decision is whether or not any of the five issues would be handled by Council directly and establish a uniform policy for all the Boards, or whether to allow the Board the autonomy to do it for themselves. She said currently Council is discussing attendance and absences, and the quorum, and there are several ways to address it. She said Council can allow them to reduce how they count their quorum, if it is established for each one of the Board in the Code or for the Boards Council feels there is a problem. She said Council can reduce the number of members; it may not help with the quorum if there are members not participating. She noted the attendance, if there is an excused absence, the only thing that will help in the long run is that person will not be removed from the Board because they had five absences in one year. She said there are a lot of issues and each Board has its own character and by appointment of new members it frequently changes. She said the issues are complicated and there is a request and recommendation by the Water’s Edge Ad-Hoc to reduce its number and Council has already reduced the Beautification Committee and Historic Sites in size. She mentioned each Board may see the definition of excused or unexcused absence differently. The City Clerk clarified that Historic Sites has seven members and has not been reduced, the Beautification has been reduced to five members, and the Waters Edge Ad-Hoc has eight members. Mr. Minich mentioned a problem with policing if left to the Boards to determine excused absences, and it is still a matter of getting people to serve on the Boards who can be there. Mr. Tucker commented the City could not properly operate without the Boards, and he would move toward giving the maximum freedom and latitude to the Boards to run their particular endeavor. Mr. Holmes agreed the Boards need latitude and pointed out there is also some responsibility of having enough people there to perform the duties of the Board. He said the issue is about the number of Boards/Committees not having a quorum and Council needs to look at what can be done to make sure there is a quorum. The Mayor commented that would be a Separate issue of defining excused or unexcused absences because if there is an excused absence, it is still counted toward not having a quorum. The City Attorney mentioned the Boards could make it more stringent on how few absences are allowed, and if the number of absences is reduced there would be a quicker turn over. The Mayor inquired if Council wanted to let the Boards/Committees define attendance rules, excused/unexcused absences, and accounting period; or whether Council wanted to make the determination. The City Manager expressed her understanding that Council would like staff to take to the various Boards/Committees to ask what they would like to see for attendance, excused and unexcused. Page 2 of 4 a a eae sere nonetna Council Workshop 9-12-06 BOARDS/COMMITTEES cont. The City Attomey noted at some point Council would have to change the current ordinance because it does set out the black and white rule on failure to attend. She said that would have to be changed and then grant the Boards/Committees the authority to make the decisions. She said there would be an ordinance to change whatis currently in Chapter 2, and then from there each Board would work on their own rules. | Dean Covey, 270 Brooks Street, stated he has been a member of a number of Boards and they have never had difficulty obtaining a quorum. He mentioned if a Board is established by State Statute, then there should be a majority for a quorum. Millie Thrush, member of the CRA, expressed what they have works pretty good and liked the idea of giving the Boards/Committees leeway, and the Boards need to work it out among themselves on what is excused and unexcused. The Mayor noted there is consensus of Council that attendance, excused/unexcused absences, and accounting periods for absences will be decided by the Boards/Committees. Dr. Pullen brought up the possible reduction of members on the Waters Edge Ad-Hoc Committee. The CDS Director reported the Waters Edge Committee has been concerned about their lack of a quorum and have asked to reduce the size of the Committee from eight members to six. She mentioned staff also had thoughts about altemates for the Committee, and maybe changing the make-up of the committee because of the boater and non-boater requirement. She mentioned one of the issues with the Committee is that they act as the Waterfronts Florida Partnership Committee which administers the grant, so it is important they have a quorum. She offered the Committee could be two boaters, two non-boaters, and one at-large that could be either position, and possibly two alternates. The City Manager received confirmation there is consensus of Council that staff come forward with a resolution to lower the number of members on the Waters Edge, and include altemates. Dr. Pullen conveyed that individuals have mentioned they would like to receive their agenda far enough in advance, five working days, for time to study. The City Manager advised the Municipal Planning Board agenda is sent out five days, not five working days, before the meeting, but the CRA is not always sent out five days before the meeting. She expressed concern that sending out the agenda five working days before may delay some business people from getting on the agenda, and it mayhave unintended consequence. An exchange of views was held on whether or not to establish criteria for five working days or five calendar days that the Boards/Committees should receive their agenda before a meeting in order to review the documents to make an educated decision. The City Manager expressed that staff can work on internal criteria to get the agendas out five calendar days before a meeting without any action from Council. PARLIAMENTARY PROCEDURES Discussion regarding parliamentary procedures. The Mayor advised first, he will use the gavel more because Council has been uncivil to each other and to the public, and he will gavel anyone who is out of order or out of line; Council will not speak unless recognized; second, when there is a point of order, state there is a point of order, he will then stop discussion to hear the point of order; and third, when people from the public speak Council will accept their input and the only questions will be for clarification, not to challenge. Page 3 of 4 39 40 Council Workshop 9-12-06 ADJOURNMENT Being no further business, the meeting adjoumed at 6:30 p.m. APPROVED: MAYOR: ATTEST: CITY CLERK ddm Page 4 of 4 ~ <a eet trea aa a caer aca aaa ere