Fort Walton Beach Council agenda — 06-21-05 — reading text

Conference Registnltlon Form* What 15 FLA- PAC 1 Get.,' AllIIII " ' Get Adobe R. tt mu& Monday 6/ 27/ 2005 1300- 1600 FCAC SRIC 1600- 1700 FCAC Outreach Committee Tuesday 6/ 28/ 2005 0830- 0900 FCAC Panel Hearings 0900- 1200 FCAC Executive Workshop 1000- 1200 Training Requirements for Corrections'. 0830- 1200 CFA Auesstor Refresher 1300- 1400 CFA Outreacher Committee 1330- 1530 FCAC Commission Meeting i\ OO- l~OO CFA SRIC Meeting -- . 1500- 1700 CPA Executive Workshop Wednesday r 6/ 29/2005 0830- 1200 CFA Commission Meeting - ~ 0900- 1200 FCAC Stllndard. Round Tabte 1.200-1315 CFA"A~ a~ s C~~)" _.'~ LUnchecm-'-~ 1330- 1530 FeAC File Review Committee 1330- 1530 CFA File Review Committee 1330- 1530 Getting Started In Accreditation" 1330~1530 Communication Skills for AMs" 1530- 1700 Using Web- based AC/ TRAC. 1530- 1700 FLA- PAC Executive Board Thursday 6130/ 2005 0800- 0900 ; FLA- PAC Committee Meeting. 5/ 10/2005 http:// www.fla~p8C. orglagenda.8..~  CITY COUNCIL WORKSHOP MEETING June 21, 2005 Workshop Agenda Mayor and City Council Comments/ Announcements No Backup) Council Action Agenda Item Number: WS- 4 1\ .... I," ~b~~ Is it possible for an electedcity official to call in to his or her council meeting and participate via conference call? What are the guidelines, rules and regulations pertaining to this? It is the attorney general' s view that an absent member may participate by telephone in a public meet- ing when the member' s absence " is due to extraordinary circumstances such as illness." Illness is used as an example to demonstrate " extraordinary circumstances." Extraordinary circumstances would need to be determined by the council on a case- by-case basis. Death in the family probably is an extraordinary circumstance. Vacation probably is not. City business might be, but maybe not. What is apparent is that there must be a quorum physically present in order for the absent member to participate telephonically in the meeting. The absent member cannot be used to assure a quorum. Attorney General' s Opinion 02-82 states: This office has been reluctant to extend the participation in public meetings of public officials by electronic means to situations other than those involving a serious medical condition and the presence otherwise of a quorum at the public meeting place... . Concerns about the valid- ity of official actions taken by a public body when less than a quorum is present argue for a very conservative reading of these provisions. This office has concluded that, in the absence of a statute to the contrary, the requisite number of members must be physically present at a meeting in order to constitute a quorum. This determination relates to whether an absent member telephonically participating in a public meeting violates the public records law. Attorney General' s Opinion 94-54 states: T] elephone conversations between public officials on aspects of the public' s business are part of the process which ultimately leads up to final recorded action in a formal public meeting, and they may not be held covertly. These conversations come within the ambit of the Sunshine Law and must be subjected to the scrutiny of the public to the greatest extent possible. ( Ref. AGO 71- 32)... Compliance would involve providing notice and access to the public at such meetings through the use of such devices as a speaker telephone that would allow the absent member to participate in discussions, to be heard by the other boa; d mem- bers and the public and to hear discussions taking place during the meeting. The courts have repeatedly held that even minor procedural irregularities will invalidate a council' s action on a particular matter. City attorneys should counsel their members not to use telephones to conduct meetings except in the most extraordinary circumstances. League staff is available as a resource and information service to Florida' s municipal officials. As a regular column in Quality Cities, we' ll answer a recently asked question that might be of interest to your city as well. If you have a question about a municipal issue, call the League. If you don' t know which staff member to contact, call the Membership Development Department staff at (850) 222-9684 or e-mail cwestmoreland@flcities. com. Quality Cities - May/ June 2005 27  MINUTES OF THE REGULAR MEETING FORT WALTON BEACH GOLF CLUB ADVISORY COMMITTEE JUNE 8, 2005 A meeting of the Fort Walton Beach Golf Club Advisory Committee was held on Wednesdav. June 8. 2005. at 5: 00 p. m. at Two Trees Restaurant ( on the Veranda) at the Fort Walton Beach Golf Club with the following members present: Billy Mikel, Chairman; Chris Johnson; Nancy Raynsford; and Joe Sasso Absent: Tom Brassell, Ted Raymond Also Present: Joyce Shanahan, City Manager; Jim Frazier~Golf Club Administrator,Mike Burton, Firiance Director; Charlotte Dunworth, Management Analyst CALL TO ORDER The Chainnan called the meeting to order at 5: 00 p. m. The purpose of the meeting was to discuss the Proposed Budget for FY 2005- 06. CONDITION OF GREENS A discussion was held regarding the poor transition of the grass on the Pines Course. It was noted that 21 tournaments were played on the course in 30 days~ and that a lot of rainfall has occurred. Jim Frazier, Golf Club Administrator, advised he and his staff understand the problem and that the grass should be back in about three weeks. GOLF CLUB BUDGET The City Manager discussed the performance of the golf course this past year~explaining that despite staffs hard work and the turnaround ofthe course, less rounds were played this year than last year~and that Hurricane Ivan and the heavy spring rainfalls hampered efforts and caused damage to the bulkheads on the course. The City Manager advised she had three majors issues to discuss with the Committee: the continued leasing of golf carts; the continuation of county membership; and whether a surcharge should be added to each round of golf. LEASING OF GOLF CARTS The City Manager explained the lease for the golf carts will end in June of next year, and it would cost the City 128, 000 in cash to pay off the lease. In addition~it would cost at least $60, 000 in maintenance of the existing carts, and some of them would have to be replaced. She advised Staff has researched the issue and recommends that another lease be executed this year, with a turn around time of four years instead of five, and that the $ 128~000 can be rolled into another lease. Mr. Sasso moved to maintain the golf cart lease. Mr. Johnson seconded motion and it ca" ied unanimously. COUNTY MEMBERSHIP The City Manager discussed whether or not continue to allow county membership at the Golf Club, and reported 86 of the 200 allotted slots have been filled thus far, based upon the rate projections. She advised that Staff recommends keepingthe membership open until the 200 memberships are obtained~and that Jim Frazier be county the contact person who takes care of the memberships. Mr. Johnson moved to leave the county membership open until the 200 allotted slots are filled,and that Jim Frazier take care of the memberships. Mr. Sasso seconded motion and it ca" ied unanimously. 6/ 8/ 05 GOLF SURCHARGE The City Manager asked the Committee to consider whether a surcharge should be added to each round of golf played to fund equipment and capital purchases above what can be afforded at this time. She explained the surcharge would to walkers and riders, members and non- members, county or apply non-county resident, and whether a played straight rate. The only differential would be between 18 holes and twilight and 18 holes and 9 holes. If adopted, the surcharge would begin in October of2005. Staff proposed three recommendations: $ 2. 50 for 18 holes, for a yield $200, 000 in revenue; $2.75 for 18 holes, for a yield of$211, 000; and $3. 00 for 18 holes, for a yield of$227, 000. This assumes for 18 holes, no matter what the rate, the 9- hole and twilight hole would be $ 1. 50 surcharge. The City Manager explained the $ 600, 000 in improvements cannot be funded in one year; therefore, it has been split up over three years, and would be earmarked in a special account for capital improvements and capital needs. Discussion included ways to sell the surcharge to the public, including sending a letter to all golf club members explaining the reasons for it; educating golf club personnel; and posting the explanation in a prominent place. The Committee agreed this is an important decision, and asked themselves what level of course condition they would like to see. It was agreed that while the surcharge may upset some players, most will understand the reasons and continue to play. The City Manager suggested that the surcharge be revisited at the end ofthe three-year period when a new rate study is done, which would be FY 07/ 08. Mr. Johnson moved to support a surcharge of$3.00 effective October 1, 2005for capital equipment and capital improvement needs. Mr. Sasso seconded motion and it carried unanimously. ADJOURNMENT The meeting adjourned at 6: 15 p.m.  CITY OF FORT WALTON BEACH FY 2005- 06 Budget Review - Golf Club Advisory Committee Table of Contents TAB TITLE PAGE Introduction 1 1 FY 2005- 06 Projected Budget -