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04/08/1996 (2)CITY COMMISSION SPECIAL. WORKSESSION CITY OF CLEARWATER April 8, 1996 Present; Rita Garvey Mayor/Commissioner J. B. Johnson Vice-Mayor/Commissioner Robert Clark Commissioner Ed Hooper Commissioner Karen Seel Commissioner Elizabeth M. Deptula City Manager Kathy S. Rice Deputy City Manager William C. Baker Assistant City Manager Pamela K. Akin City Attorney Cynthia E. Goudeau City Clerk The meeting was called to order in the Commission Chambers at 2:10 p.m. This item was taken out of order. Bill Baker, Assistant City Manager indicated staff needs direction regarding whether the Commission members want private offices. Consensus of the Commission was private offices were not needed and a single office, separate from the Mayor's, with a file room, would be sufficient. ..; In response to questions regarding the Commission Chambers, Mr. Baker indicated the desire. is to carpet the Chambers, put blinds on the windows and install lighting and monitors. He stated beyond that there is no funding for additional improvements. Questions were raised regarding chairs, Mr. Baker indicated the proposal will be to install linkable chairs for the audience. A question was raised regarding new chairs for the dies. Mr. Baker indicated the budget for the Municipal Services Complex includes $600,000 for City Hall renovations. It was suggested staff come back with estimates for different options for renovating existing City Hall. The City Manager indicated staff wishes to do something about the Chambers, such as replacing the chairs, getting a larger worksession table, etc. She stated they will be looking for flexibility in the Chambers. In response to a question, the City Manager indicated there is no need to attempt to use the second floor atrium space at this time. A question was raised regarding the $100,000 for the stair tower. The City Manager indicated this is the number one priority as the building is currently in violation of the fire code due to the need for another exit from the assembly room. In response to a question, Mr. Baker indicated this will be an enclosed staircase, mwssp04a.96 1 04/08/96 Commissioner Seel questioned the lifecycle of the building and the wisdom of investing half a million dollars in it. Mr. Baker indicated the Municipal Services Building is situated in such a way that it is expandable to the east of the building. He indicated the current City Hall has 15,000 to 20,000 square feet. Commissioner Clark agreed with Commissioner Seel's concern regarding making sure the investment in this building will be worthwhile. Mr. Baker indicated he will bring a report forward at the time he brings forward the estimates for the various options for the renovations. In response to a question, it was indicated some of the renovations may be able to be funded through Penny for Pinellas. The Commissioner Rules, as they currently exist with staff recommended options, have been distributed to the Commission and are attached to these minutes as Exhibit A. Rule #1 The Commission agreed with staff's recommendations to make a separate rile regarding what is a quorum, to delete the next to last sentence, as it is also contained in existing rule 10, and to make the last sentence, regarding the Chair declaring the votes, as part of rule 13. Rule #2 The Commission agreed with the recommended changes to delete the first sentence, regarding minutes production, as that responsibility is assigned to the City Clerk by the Charter, and to change the second sentence to read, Copies of the Minutes of Regular Meetings shall be furnished when possible at least seven days prior to the next meeting. Rule #3 The Commission agreed with the recommendation to make the first sentence part of rule 13. They also agreed with the recommendation to make the last sentence part of rule 1. Discussion ensued regarding an option to allow the Chair to second a motion. Concerns were expressed the Chair should remain impartial, however, the Mayor is a voting member of the Commission. Suggestions were made the Chair be allowed to hand over the gavel in order to second a motion. Questions were raised regarding Roberts Rules of Order. It was indicated this issue is not addressed. It was requested how other cities handle this issue be researched. mwssp04a.96 2, 04/08196 Rule #4 The Commission agreed with the recommendation to delete this rule as providing ordinances is a normal part of the City Clark's responsibility. Rule #5 - subsection 1 Consensus of the Commission was not to change the regular meeting times of the Commission. It was stated special meetings for controversial, quasi - judicial hearings, could be scheduled as needed. Consensus was to maintain having a specific time in which the Commission does not meet but whether to meet the last part of December or the first part of January would be determined at the time the annual calendar is being created. Consensus was to delete the last sentence as the Charter already provides for 24 hour notice of special meetings. Rule #5 - subsection 2 Discussion ensued regarding whether public input should be allowed at worksessions. The majority agreed public input would not be allowed. Regarding the suggestion that only items on the worksession agenda be discussed at that worksession, and that additional items be brought up and agendaed for subsequent meetings, it was agreed items being requested to be added to a subsequent agenda, could be done during the worksession and not have to be held to the end of the worksession. Rule #5 - subsection 3 Consensus was to delete the last sentence regarding the minutes being taken and distributed by the City Clerk. Rule #5 - subsection 4 Consensus was to delete this subsection of Rule 5. Rule #5 subsection 5 Discussion ensued regarding the need to have some mention of the possibility of community meetings or TV meetings. Consensus was to have the rules state that town meetings will be scheduled as requested by the Commission. Rule #6 Consensus was to delete this rule regarding Advisory Boards as most of these functions are covered by code. Rule #7 Consensus was to delete this rule as conflicts of interest are covered by state•law. mwssp04a.96 3 04/08/96 I); . Rule #8 Consensus was to end this rule after the words, "or their substitutes" and to delete the remainder of the rule. Rule #9 Consensus was to delete this rule as removal of out of order citizens is self evident. Rule #10 Consensus was to agree with the recommendations regarding deleting the word "night" and adding "invocation and pledge" prior to special recognition's in the order of business. Rule #10, subsection 1, subparagraph c Discussion ensued regarding whether people speaking under Citizens to be Heard regarding Items not on the Agenda, should be registered. Consensus was to have this rule read; Citizens to be Heard regarding Items not on the Agenda, each speaker will be asked to give their name and address and to limit their comments to a maximum of three minutes. Rule #10, subsection 1, paragraph f This is to be deleted per previous Commission direction to only have one Citizens to be Heard segment on the agenda. Rule #10, subparagraph 2 The entire subparagraph 2 is to be deleted as there are no longer regular daytime meetings. The City Clerk questioned whether the Commission wished to have all people speaking under Public Hearings sworn in as this was not actually in the rules. The City Attorney indicated it would be a good practice to continue for the quasi-judicial hearings. Consensus was to have people sworn in only for the quasi-judicial hearings. Rule #11 The Commission agreed with staff's suggestion to separate the rule regarding reconsideration from the rule regarding rescinding action. Rule # 12 - subsection c Consensus was to have a rule requiring a super majority vote to change any of the rules. mwssp04a.96 4 04/08/96 I. . Rule #14 The Mayor questioned Rule #14 and there needing to be a motion to adjourn. The City Attorney explained it did not require a motion to adjourn but if a motion to adjourn is made, it is not debatable. Consensus was to leave this rule in place. Rule #15 Consensus was to delete the 10 minute time limit on breaks taken during meetings. Rule #16 Consensus was to delete materials being provided in the City Clerk Department from the rules but to make it a part of Commission policies. Rule #17 It was agreed this also would be deleted and made part of the policies, however, when it is made part of the policies, there will be a provision to allow faxing of material and less frequent actual delivery of mail. Discussion ensued regarding the suggestion that the requirement copies be made of everything for all Commissioners be deleted. iS Concerns were expressed regarding who determines who gets what. Denise Wilson, Assistant to the City Managor Office, indicated the mail is reviewed by staff and they determine if information would be wanted by all Commissioners or if it should be listed on a Real File so other Commissioners know it exists. She stated things that go on the Read File are such things as invitations, publications, etc. She also explained if an original is addressed to all Commission members, the original article is kept in the Manager's Office file and copies are sent to the individual Commissioners. It was suggested this be tried for a month and then the Commission discuss this again. Concerns were expressed regarding receiving all the mail that is necessary. A question was raised regarding daily delivery of mail. The City Manager indicated if the mail is faxed to the Commissioners, there would not be an actual delivery of the mail. It may not be only once a week, it would depend on the volume and the importance of the mail coming in. Further discussion ensued and it was indicated when a response is sent to multiple parties, rather than copy each and every letter, one letter will be copied with a list of the individuals to whom it was sent. A request was made that when responses are being copied to the Commission, the original letter or contact be copied to the Commission so they fully understand the response. mwssp04a.96 5 04/08/96 .. Consensus was to only have one information file in the City Clerk Department rather than two. It was also agreed when this is placed in the policy book, subparagraph g, regarding copies being distributed to the Commission, would be deleted. Rule #19 The Mayor indicated she objected to having to notify the Vice-Mayor of her -absences. She felt notification to the City Manager was sufficient. Consensus was to delete this rule. Rule #20 Discussion ensued regarding the need to define what constitutes an absence. The City Attorney indicated that it is only important when and if a problem comes up. Consensus was to leave this rule in place. Rule #21 In response to a question, it was indicated this rule regarding absences of the Commission was formulated when the Commission was meeting more often. Consensus was to delete this rule. Rule #22 .. Consensus was to delete the requirement for a strategic planning session with financial forecasting from the rules and make it a policy. The City Clerk requested direction regarding the annual reports and the proposed meetings with advisory boards. Discussion ensued regarding the need for the half hour sessions with the advisory boards. Concern was expressed regarding whether or not the Budget Advisory Committee would continue. Consensus was to continue with the annual reports given at the beginning of Thursday night meetings. Whether or not to continue the Budget Advisory Committee would be scheduled for discussion at the worksession of April 15th. Further direction i regarding meetings with additional boards would be provided sometime after that. The Commission began review of their policy book. The policies as they currently exist with recommended amendments were distributed to the Commission. Copies of the policies discussed at this meeting are attached to these minutes as Exhibit B. mwssp04a.96 6 04108/96 Policy BD-1 Consensus was to delete the second paragraph regarding the Environmental Advisory Committee as it is now a permanent board. Policy BD-2 A question was raised regarding if someone was willing to pay to have more than one guest at the annual Advisory Board dinner would that be allowed. It was indicated this would not be possible as it is too hard to handle administratively. Policy BD-3 Decisions regarding the Budget Advisory Committee will be made after discussion of the BAC at the worksession on April 15th. Policy BD-4 Consensus was to delete this policy as the code now addresses advisory board vacancies. Policy BD-5 Consensus was to delete this policy as staff attendance at non-governmental board meetings is within the City Manager's authority. Policy BD-6 Discussion ensued regarding whether term limits should be established for city representatives on non-city boards. The City Clerk explained this had been discussed numerous times with no decision having been made. Consensus was to rewrite this policy to limit city representatives on non-city boards to no more than three consecutive terms. No changes were made to policies, BD-7 through 12 and BG-1. Policy BG-2 Consensus was to delete this policy as there are times when advertising not planned for during the budget process is necessary or desired. Policy BG-3 Consensus was to delete this as a Commission policy as this falls within the City Manager authority. mwssp04a.96 7 04/08/96 ;m I= ? Y ,s Policy BG-4 In response to a question, the City Manager indicated the current General f=und unappropriated retained earnings is at 14%. This policy will be discussed in more detall during the budget process. Policy BG-5 The Mayor questioned the need for this policy. The City Manager indicated there is a series of policies that are needed for the budget process. No changes were made to BG-6. Policy BG-7 Consensus was to delete this policy as non-resident fees are now set by resolution or ordinance. Policy BG-8 Staff recommended this policy regarding road and drain millage be deleted as it is handled through the budget process. Also, there is no longer a designated millage for drainage due to the stormwater utility. Concerns were expressed the Commission wished to maintain a policy of redoing 10% of the roads per year. Consensus was to rewrite the policy to indicate there would be an attempt to maintain a 10 year cycle for resurfacing roads. Policy BG-9 Consensus was to delete this policy as attempting to recover total costs for permits sets these fees too high for citizens. Policy BG-10 It was requested that "per the agreement" for the millage for PACT be added to the policy. No changes were made to BG-11. BG12 & 13 were not discussed. No changes were made to BG-14. Policy BG-15 Staff recommends the policy regarding the self insurance program be deleted as that fund is adequately funded. In response to a question, the City Manager indicated there is close to $4.5 million in the fund. mwssp04a.96 8 04108!96 !x i Discussion ensued regarding the amount of funds that have been borrowed against this source. The City Manager indicated she did not know the percentage allowed to be loaned, however, the City does have to make sure there is cash to cover the liabilities. In response to a question, the City Manager indicated the original purpose had been to establish a self health insurance plan. Since that time the accounting has changed and self medical insurance is not being pursued. Consensus was to delete. Policy BG-16 Staff recommended deletion of the policy regarding financial support to social service agencies as this is now handled annually through the social service grant program. The Mayor requested there be a policy there will be financial support through the budget. Commissioner Clark requested that acroymns such as CDBG not be used. a) continued existence, structure & staffing b) CRA Plan ITEM-#6 -_Str-tegic Planningtimeframes Items #a & 6 were not discussed. The meeting adjourned at 4:02 p.m. mwssp04a.96 9 04/08/96 I 141.161 COMMISSION RULES o-? 15 RULE 1 Issues/Options (rev. 12-2-93) A quorum for the transaction of business by the City Commission shall consist of three (3) Commissioners. The Mayor- Commissioner shall be the presiding officer of the City Commission, and shall be referred to as the "Chair" when sitting in that capacity. In case of the absence of the Mayor-Commissioner, the Vice Mayor shall assume those responsibilities, and if both are absent, the senior Commissioner in years of service shall preside. The Chair shall preserve order. The Chair may call to order any member of the Commission who shall violate any of the rules; and shall decide all questions of order, subject to a majority vote on a motion to appeal. The Chair shall recognize all Commissioners who seek the floor under correct procedure. Normally, members of the public shall be allowed to speak, but they shall be limited to three (3) minutes speaking time per issue. All questions shall be stated and put by the Chair, and the Chair shall declare all votes. 1. Make a separate rule for quorum. (1 st sentence) 2. Delete next to the last sentence as it is also contained in Rule 10. 3. Make last sentence part of Rule 13. RULE 2 (rev. 7-1-93) The City Clerk shall make correct minutes of the proceedings of each Commission meeting, and shall furnish copies of the minutes of each meeting to the Mayor-Commissioner and to each Commissioner. Copies of the minutes of a regular daytime meeting shall be furnished at least seven days, when possible, prior to the next regular daytime meeting, and copies of the minutes of a regular night meeting shall be furnished at least seven days, when Issues/Options 1. Delete 1 st sentence as minutes production is a responsibility assigned to the City Clerk by the Charter. 2. Change 2nd sentence to read: "Copies of the minutes of regular meetings shall be furnished, when possible, at least seven days prior to the next meeting. 1 revisod 1-22-96 possible, in advance of the next regular night meeting. Such minutes shall stand confirmed at the regular meeting of the Commission without the reading thereof in open meeting unless some inaccuracy or error be pointed out by some member of the Commission present, and in such event, an appropriate correction shall be made. Upon request, the City Manager will cause the City Clerk to provide any Commissioner with transcribed excerpts of tapes of City Commission meetings. RULE 3 (rev. 12-2-93) All motions shall be made and seconded before debate. The Chair shall not make or second a motion. RULE 4 A copy of each ordinance when passed shall be furnished by the City Clerk to the heads of all City departments concerned. RULE 5 (rev. 2-20-86; 5-1-86; 1-7-93; 7-1-93; 12-2-93; 8-15-94; 3-16-95) Ij (1) The City Commission shall meet on the first and third Thursdays of each month at 6:00 p.m. in its chamber. However, in July, the City Commission shall hold one regular night meeting on the third Thursday and one regular daytime meeting on the Monday before the third Thursday of the month. In December, the City Commission shall hold one regular night meeting on the first Thursday and one regular daytime meeting on the Monday before the first Thursday of the month. Special meetings may be held on call of the Mules Issues/Options 1. Delete 1 st sentence or make it part of Rule 13. 2. Make last sentence part of Rule 1. 3. Allow Chair to second a motion. Issues/Options 1- Delete as this is a normal part of the City Clerk's responsibility. Issues/Options (1) 1. Possible change to meeting times. a. Earlier start time with public hearings being-after 5:00 p.m. b. Once a week meetings vs. twice every two weeks. 2. Maintain specific time in which the City Commission does not meet or change to allow for City Commission to determine when to have a break in meetings if needed. 3. If maintain specific time determine at the time annual calendar is being created whether to not meet last part of December or 2 rovised 1-22-96 Mayor-Commissioner, City Manager or any two of the members and upon no less than 24 hours notice to the public and to the members of the City Commission. 'yr IJ (2) Except as may be rescheduled from time to time when necessary due to conflict, a work session shall be held at 9:00 a.m. on the first working day of . the Commission meeting week. Work sessions are primarily designed for information gathering and guidance, and no formal Commission decision approving or disapproving an agenda item or. items scheduled for public hearing may be made. (3) Except for items advertised for public hearing, items may be removed from the agenda. Additional items may be added upon not less than 72 hours notice by a Commissioner to the City Manager; provided, that emergency items may be added to the agenda by the City Manager or City Attorney without prior notice. The agenda may be reordered. Minutes shall be taken and distributed by the City Clerk. (4) A regular night meeting or special night meeting shall conclude at approximately midnight, unless the time is extended by a majority vote of the members of the Commission in attendance. The Chair shall adjourn the meeting upon the conclusion of the item of business which is under discussion at the time for adjournment unless the time for adjournment is extended. With the majority vote'of the members of the Commission in attendance, the meeting may be extended for such time as is Mules first part of January. 4. Delete last sentence as it is a Charter provision. (2) 1. If go to once per week meetings no longer have Worksession and delete this rule. 2. Determine whether or not public input will be allowed at Worksessions. 3. Provide that only items on the Worksession agenda will be discussed at the Worksession items not on the agenda may be brought up by the Commission or Staff at the end of the Worksession asking they be scheduled for subsequent Worksessions and/or meetings. (3) 1. Delete last sentence. (4) 1. Delete "night meeting or special night" from 1 st sentence. 2. Establish ending time for day time meetings. 3. Consider establishing maximum meeting lengths rather than set times. 3 revised 1-22-96 F necessary to discuss and act upon any of the remaining items of business on the agenda as the members may agree. Uncompleted agenda items shall be automatically postponed .to the next regular meeting and included on the appropriate agenda unless such items are placed upon the agenda of a later regular meeting or a special meeting, as a majority of the members in attendance may agree. Notwithstanding the foregoing, the setting of meeting dates, the scheduling of uncompleted agenda items for a regular or special meeting, and a motion to adjourn shall be in order regardless of the time of night. (5) Four (4) "town" meetings shall be scheduled during the year, excluding June, July, August and December. They will be scheduled at City-owned facilities throughout the corporate limits when possible. RULE 6 Issues/Options The City Commission shall appoint all 1. Delete or make part of policies. committees and advisory boards in accordance with the provisions of the administrative code. The City Clerk shall furnish each committee or advisory board with copies of all resolutions or ordinances relating to the concerns of said committee or advisory board, which shall be delivered by the most economical method to the chairman of such committee or advisory board within four (4) days after the passage of the same, or as soon thereafter as possible. RULE 7 Issues/Options (rev. 6-20-85; 12-2-93; 1-31-94) No Commissioner shall vote in his or her 1. Delete as this is covered by State official capacity on a matter in which law. Mulae 4 revised 1-22-96 4 that Commissioner has a direct or indirect personal or financial interest, or which inures to his or her. special private gain, or to the special gain of any principal by whom the Commissioner is employed or otherwise retained. The Commissioner shall state at the public meeting the nature of his or her interest and within fifteen (15) days after the.. Commission meeting file with the City Clerk a Form 4 to describe the nature of his or her interest in the matter. The Form 4 shall be received by the City Clerk and incorporated into the minutes of the meeting. A Commissioner shall abstain from voting on an item benefiting a specific agency if that member serves on the board of the agency, except when the Commissioner has been appointed by the City Commission to serve on the board as a representative of the City. RULE S The City officials whose regular attendance shall be required during the sittings of the Commission shall be the City Clerk, City Manager and City Attorney or their substitutes; but all or any other officers of the City shall be bound to attend any meetings upon direction of the City Manager or by special request of any Commissioner to the City Manager. RULE 9 No citizen, except those determined to be out of order and subject to removal by the Chief of Police, shall be excluded from any meeting of the Commission whether it be regularly scheduled or specially called. ccruies 2. If do not delete entire rule, delete last sentence as it is inconsistent with state law. Issues/Options 1. End rule after "or their substitutes." Issues/Options 1. Delete, self evident. 5 revised 1-22-96 , `! ®i 1 RULE 10 (rev. 2-20-86: 12-1-88; 12-17-92; 7-1-93; 12-2-93; 1-3-94; 9-15-94) (1) The order of business for a regular night meeting shall ordinarily be: A. Special recognitions and awards. B. Minutes of previous meetings. C. Citizens to be heard regarding items not on agenda. (Limited to 10 speakers, each speaker being allowed a maximum of 3 minutes. Speakers will be required to register with the City Clerk prior to the start of the meeting. The City Commission may allow individuals not pre-registered with the City Clerk to speak if less than 10 individuals are pre-registered, and no more than 30 minutes have transpired. Such individuals will be limited to a maximum of 3 minutes each. Speakers will be called in the order in which they registered with the City Clerk.) D. Public hearings (not before 6:00 P.M.) Legislative and administrative matters: 1. Presentation of issues by City staff. 2. Statement of case by applicant or representative (5 minutes). 3. Commission questions. 4. Comments in support and comments in opposition, whether as an individual or as a spokesperson for a group (3 minutes). 5. Commission questions. 6. Final rebuttal by applicant or representative (5 minutes). 7. Commission motion to determine disposition. CiCruioa Issues/Options (1) 1. Delete "night" 2. Add Invocation and Pledge prior to Special recognitions and awards. 3. Delete all but 3 minutes per speakers after 1st sentence in C. 4. Time of public hearings in D may change if meeting start time changes. 6 revised 1-22-96 I= I= Variance applications: 1. Staff states its recommendation and briefly summarizes its reasons for,the recommendation (2 minutes). 2. Applicant presents case, including its testimony and exhibits. Witness may be cross-examined (15 minutes). 3. Staff presents further evidence. May be cross-examined 10 minutes). 4. Public comment (3 minutes per speaker). 5. City Commission discussion, and may question any witness. 6. Applicant may call witnesses in rebuttal (5 minutes). 7. Conclusion by applicant (3 minutes). 8. Decision. All time limits may be extended upon request, and upon approval of request by majority of City Commission. E. Special items of widespread public interest. F. Citizens to be heard regarding items not on agenda (3 minutes per speaker). G. City Manager reports. H. City Attorney reports. 1. Commission Discussion Items. J. Other Commission action. (2) The order of business for a regular daytime meeting shall ordinarily be: A. Special recognitions and awards. B. Minutes of previous meetings. C. Presentations (no more than one, ccrulos 7 5. Change title of variances applications in D to quasi-judicial hearings. 6. Consider setting special meetings for quasi-judicial hearings. r 7. Delete F. (2) 1. Delete all of (2). revised 1-22.96 or a total of 34 minutes for all presentations, except as the Commission may otherwise agree). D: Citizens to be heard regarding items not on agenda (3 minutes per speaker). I. j E. City Manager reports. F.. City Attorney reports. G. Commission Discussion Items. H. Other Commission action. (3) Persons speaking before the City Commission at times other than public hearings shall be limited to three minutes per speaker. No person shall speak more than once on the same subject at the same meeting unless granted permission by the City Commission. When time limits are set for speakers, unused time cannot be passed from one speaker to another. RULE 11 Issues/Options (rev. 12-2-93) ;. Any member of the Commission who 1. Separate reconsideration from voted with the prevailing side may move rescinding. a reconsideration' of any action of the whole Commission provided that the motion be made at the same meeting at which the action was taken. A motion to reconsider shall, be in order at any time (during the meeting at which the action was taken) except when a motion on some other subject is pending: No motion to reconsider shall be made more than once on any subject or matter at the same meeting. Commission action may be rescinded by a majority vote. The motion may be made by any Mufos 8 misod 1-22-96 Commissioner. RULE 12 (rev. 12-2-93; 8-15-94; 10-5-95) (A) The City Manager, City Attorney', or any Commissioner may agenda an item. Any citizen may request a Commissioner to agenda an item, even though staff has assured petitioner that adverse action may result. The Chair cannot depart from the prescribed agenda but the Commission may do so by a majority vote or by consensus in response to a suggestion from the Chair. Continuance may be granted by a majority vote of the Commission upon the motion of any Commissioner. The public will be allowed to speak on an item to be continued if that item is an advertised public hearing, but no other action shall be taken. (B) Any expenditure of funds requiring commission action must be on the agenda, with appropriate support material. No'.action may be taken on expenditures not on the agenda unless the Commission determines by the affirmative vote of a majority plus one to permit action to be taken. (C) Not withstanding, any other Rule to the contrary, section (B) of Rule 12 may be waived or changed only upon the affirmative vote of a majority plus one. RULE 13 (rev. 12-2-93) Any member of the Commission making a motion or second shall address the Chairman and await recognition before speaking. The Chair must recognize any person who seeks the floor while entitled to it. The person making the ccrules 9 Issues/Options Issues/Options revised 1-22-96 motion is entitled to the floor first for '' ? r debate... No one is entitled to the floor a second time on the same motion as long as any other member who has not spoken on the issue desires the floor. When a motion is made and seconded, it shall be stated by the Chairman 'before any debate shall be in order. Upon presentation of agenda items, members may ask questions and request additional information prior to making motions. For a member to discuss a matter while no motion is pending . requires permission from the Commission. Motions and any amendments can be withdrawn or modified by.the maker at any time prior to the Chair' stating the question on the motion; after that time, the permission of the Commission majority must be obtained. The Chair cannot close debate as long as any member who has not' exhausted his right to debate desires the floor. A tie vote shall constitute a continuance of the item to the next regularly scheduled meeting, but upon a tie vote on the same item at the next meeting, the itern shall not be rescheduled except upon the request of the City Manager, the City Attorney, or a Commissioner. RULE 14 (rev. 12-2-93) The following motions are not debatable: To adjourn; To lay on the table; To take from the table. ,® ccrulos" 10 rov[sod 1-22-96 F , RULE 15 (rev. 12-2-93) Issues/Options The Commission shall, at the direction of 1. Delete time limitations of ten minutes. the Chair, take a ten minute break approximately every two hours, and may recess for meals, if the members of the City Commission agree by their vote. Any Commissioner may make a motion for a recess for an appropriate reason. RULE 16 (rev. 6-20-85; 12-2-93) All material prepared by the City Manager and the City Attorney for the Commission shall be provided to the press and to the public via a special box in the City Clerk's Department. Reports shall be made available in the Clerk's Department for the public to review. RULE 17 (rev. 6-20-85; 5-1-86; 4-20-89; 12-2-93) Issues/Options 1. Delete from rules and make part of policies. Issues/Options All mail to the Mayor-Commissioner and . 1. Delete from rules and make part of the Commissioners arriving at City Hall policies. received pursuant to the law or in 2. When made part of policies allow for connection with the transaction of faxing of material and less frequent official business by the City of actual delivery of mail. Clearwater shall be copied as follows: 3. Delete requirement that copies of everything be made for all A. Each Commission member will Commissioners. receive the original of items 4. Delete citizens' & press files - retitle addressed to them whether to one public information file. anonymous or not. Copies of everything will be made for all i Commissioners, the City Clerk's Department, the Legal Department, the citizens' file, and the press file. Mail will be delivered each working day. B. Other anonymous. letters and suggestions will not be distributed. CCrulos rovised 1-22-96 t 1 C. Publications and lengthy agenda, materials for other boards upon which the Commissioners serve will not be copied. Only the agendas will be'circulated. Items of considerable length (such as petitions) will not be copied, but instead a memo will be distributed announcing the availability of the item in the office. D. Mail with the words similar to "Personal", "Confidential", or "For the Addressee Only" will be delivered unopened to the addressee. F. The Mayor-Commissioner and Commissioners receiving individually addressed mail will be responsible for replying, asking the City Manager or City Attorney to reply, or placing the matter on the agenda for formal Commission consideration. F: The City Manager will be ,responsible for seeing that mail addressed to the Commission as a whole is properly answered or placed on the agenda. G. Copies of responses shall be distributed to the City Commission. H. The City Manager will discuss with the Mayor malicious mail. I. When a Commissioner serves on a board as the City Commission's representative, that Commissioner shall keep the City Commission and the City Manager informed of the board's activities by providing periodic written or oral reports as the Commissioner deems appropriate. ccrules 'A C 5. Based on direction for above - delete G7 12 revised 1-22-96 :¦ I? RULE 18 Issues/Options (new 12-2-93) Except as provided herein, or as may be required by Florida law or the City Charter, the rules of the City Commission for the conduct of its business shall be as provided in the most recent edition of Robert's Rules of Order. RULE 19 Issues/Options (new 4-21-94) Whenever the Mayor-Commissioner will 1. Add City Manager to notification, ! r be out of town on a trip requiring an overnight stay for one or more nights, the Mayor-Commissioner shall provide notice to the Vice-Mayor. Rule 20 Issues/Options (new 2-2-95) Pursuant to Charter section 2.05, "the vice-mayor shall act as mayor- commissioner during the absence or inability of the mayor-commissioner to perform the duties of the office of the mayor." For the purpose of that section, the mayor-commissioner shall be considered absent if there are duties of the office which must be performed and the mayor-commissioner is not present and able to perform them. Rule 21 Issues/Options (new 2-2-95) Pursuant to Charter section 2.07(b)1, a commission member shall forfeit office under certain conditions, one of which is failure to attend a specified number of "consecutive regular meetings of the commission, unless such absence is excused by the commission." An absence shall be considered excused Mules 13 revised 1.22-$6 CCruEes revised 1-22-96 XT 1l AA : COMMISSION RULES RESOLUTIONS . Resolution No. Date Adopted .' 77-44 : . 5-12-77 < . 77-129 "11-23-77 78-65 6-01-78 ?.- .. 80-62 5-15-80 ' 80-101 9-19-80 8,0-118 11-06-80 81-32 4-16-81 ' 81-92 8-Ofi-81 82-33 .4-01-82 4-15-82 ° 82-115 - .12-16-82 ' ?. . •82-1 19 • 12-16-82 ..' . ' 83-42 4-07-83 83-75 7-07-83 85-47 .6-20-85 .86-18 2-20-86 86-30 5-01-86 88-61 12-01-88 89-21 4-20-89 .92-79 12-17-92 93-04 1-07-93 93-44 7-01-93 93-45 7-01-93 93-75 12-02-93 94-8 1-03-94 ; 94-16 1-31-94 94-31 4-21-94 94-67 8-15-94 94-74. 9-15-94 95-16 2-02-95 95-35 3-16-95 ' 95-77 10-05-95 96-11 1-18-96 Mules 15 revised 1-22-96 r any ?? E, CLEARWATER•CITY COMMISSION ?-?ao. glzl Ai - Policy Statement General Topic Subject: Date Adopted: 1116190 Boards/Committees Ad Hoc Committees `Amended: 3119192 " Amends:.. Rescinds: Reference: 2113184 Work Session 4114/87 Policy Book Work Session Statement:' Task Forces, as well as, the Charter Review and Budget Advisory Committees are Ad Hoc Committees. Therefore, members of those committees may?also serve on another City Advisory Board, Until such time the City Commission determines to make the Environmental Advisory Committee a permanent advisory board, it shall be treated as an ad hoc committee in regard to members being able to serve on other advisory boards. Recommendation: Delete 2nd paragraph as Ord. #5653-94 established the Environmental Advisory Board as a permanent board. i J 1 CLEARWATER,CITY COMMISSION No, Policy Statement General Topic Subject: Date Adopted: 1116190 Boards/Committees Advisory Board Dinner Amends: Rescinds: Reference: 2127184 Work Session 4114187 Policy. Book Work Session Statement: t' Each recipient'of an invit ation to the-Annual Advisory Board dinner may bring one. guest. In those cases where two members of the same household.serve on advisory.boards, only one invitation shall be sent to that address. 'Board i members should attend at l east one meeting prior to.being invited to the annual dinner . r ' ,. 2 `L CLEARWATER CITY COMMISSION No. Bb-3 Policy Statement General Topic Subject: Date Adopted: 1/16/90 Boards/ Committees Budget Advisory Committee Terms G3 1 Amends: Rescinds: Reference:.: 2/27/84 Work Session 4/14/87 Policy Book Work Session Statement: Members' terms expire with the term of the Commissioner by whom they were appointed'. i- Recommendation: There shall be five members on the Budget Advisory.Committee. Each Commissioner shall appoint one member. Term in office shall run ealq .? concurrent with the appointing Commissioner's term. j 3. , M ; CLEARWATER CITY COMMISSION Igo. BD-4 Policy Statement General Topic Subject: Date Adopted: 1/16/90 Boards/Committees Advi sory Board Vacancies Amended: 3119/92 f 5 Amends: Rescinds: Reference;. 2/27184 Work Session 4/14/83 Policy Book Work Session Statement: For vacancies occuring due to an expiration of ter m, appointments will be made approximately 30 days prior to the expiration date with the appointments being effective the day after.the expiration. When a vacancy occurs on an Advisory Board due to a resignation. the.person appointed to fill that vacancy shall be appointed for a full term unless otherwise superceded by law. Terms shall begin on the day of appointment. Recommendation: Delete - as this is now part of t he Code (Sec.'2.063(2)(e)) fir. ? .. 4 .?i?7.'; ??.? ;?•. .i`.?,a.E?Fj?. ?.li ?,?st ._ ?Y'1'?. .. ? ,.. v .. ., .. .... .. ?? ,. .??'u,s, -;..'' , ?f.? ??. .t .' a?..` t! , ' • I CLEARWATER.CITY COMMISSION " NQ. BD-5 " Policy Statement -General Topic Subject: Date Adopted: 1/16/90 Boards/Committees Attendance at Non Governmental Board Meetings Amends: Rescinds: Reference: 11/1/84 CC Meeting 4/14/87 Policy Boole Work Session Statement: Staff shall not be assigned to routinely attend non-governmental boards. Staff will be available to,attend, upon request, for specific items. Recommendation: Delete as this is within the City Manager's authority. t j r^.ratwtR'r.W+'.°""' ..'"• ., ...r ..,,Sr,. 1.. •:'?r?.`.:iI3...1'...r??.'R,?«at?. `r"• s. ,'mil.` !t f - CLEARWATER CITY COMMISSION No. BD-6 Policy Statement General Topic Subject: Date Adopted: 3/19192 Boards/Committees City Representatives on Non- City Boards Amends: Rescinds: Reference: Statement: Representatives appointed by the City Commission to serve on Non-City Boards, ' i.e. Pinellas Sports Authori ty, Center Foundation, will be limited to 2 ,." consecutive terms or.G years of service, which ever is greater. These representatives shall keep the City Commission informed of the activities of the board to w hich they are appointed by providing annual reports unless more frequent reports are requested. * This will,be rewritten and brought back to the City Commission at a later time. Recommendation: Delete • 4 Policy Statement General Topic Subject: Date Adopted: 3/19192 Boards/Committees Special Request Amends: Rescinds: Reference: .. 2118192 Work Session CLK-1 Statement: Requests from Advisory Boards for special repo rts and/or projects will require approval by the City Commission prior to staff commencing efforts in preparation of same. The City Manager shall have the discretion to approve certain reports and/or ,..,, his/her projects if, in opinion. such report o r project will be of benefit to , City operations. .7 CLEARWATER'CITY COMMISSION . lofl Policy Statement l General.Topic Subject: Date Adopted:. 3/19/92 Board/Committees Representative Balance . , F Amends: Rescinds: Reference: s'. ' Statement : In making appointments to the City's.Advisory Boards. the City Commission will strive to maintain a representative balance of race, gender and.area of the City represented on those boards. ' r' 8 i ili YFk:,r.iw.,-,.. w..I.o:NwiMS[t.Hlnv`r4+J'.4,rt;,•?l, .. "?•5. .:t . 1 i ` e. , t al.. ,t' •[., r" ''1'i• .c ek°: General Topic Subject: Date Adopted: 3/19/92 Boards/committees Non-Board Business Functions Sunshine Law Amends: Rescinds: Reference: • 1 Statement: "1. In-keeping with the,Sunshine Law and the opinion of the City Attorney, advisory boards are requested not to schedule luncheons and other non-board business functions. This request is made In order to eliminate the possibility of violation of the Sunshine Law. ; r "its' d [ • r r•, ? ? .es''.. ? .. 'r.° .rr,' t1 `I; ';,'r'{• ?\.' tl 1 CL.EARWATER" CITY COMMIS SION No. DD-10 Policy Statement ' . General Topic Subject: Date Adopted: 12/2/93 {?;.. Boards/Committees, Input to Other Boards/Committees Amends: Rescinds: Reference: 12/2/93 Minutes vi_ Statement:' An advisory board may advise other boards/agencies of concerns regarding issues if the 'majority of .the, board agrees to' do so.- However', an advisory boa rd, is'not to state its position as policy, , 10 : '' + : {'' • q .` : z• "" 't r y', i , u. o . ?; ,.Li tlyt l t :; _ F , .:' s i. LEARWATER C ?. QTY COMMISSION .; , . .. I ,, Pork , General Topic ,Y Statement i Boards/Commit SubJect, tees f Amends: letterhead Bate Adopted. ' Rescinds, Statement; Reference; 12/29/ . . 94 Minu A PProprA 'ate s I . Advisory Advisory B°ard Chair B°ard let an indi y Board lit r or Acting terhedd may b used w 7dual board erhead Chair be letterhead memb ' w? 1] riot b writes on hen an Advisory wr er. e be governmen 11 not b to ex used When half °f t Boa rd, 1 o a 1 agencies be used whenpress individ n correspon he entire b an ' Adv7s°ry pinions c?tizens an ind', ual concerns deuce is wri°ard. Board City staff . .c0mpanies l board m Adv7so tten b.Y opinions a Chair °r will be or Clear ember wr? ry Board pproved by theAct7nq Chair avai ]able Water em l writes to of y when i p ogees her Board' not indivi t trela relates letters for concerning dual opinions es to actions an ! . or ' I 7 I 11 i CLEARWATER CITY COMMISSION - Policy Statement General Topic Subject: Date Adopted: 11/29/94 Boards/Committees Letterhead Amends: Rescinds: Reference: 11/29/94 Minutes t? r .. Statement: Appropriate Advisory Board letterhead may be used when an Advisory Board, an Advisory Board Chair or Acting Chair writes on behalf of the entire board. -3 Advisory Board letterhead will not be used when correspondence is written by ' an individual board member to express.individual concerns.' Advisory Board letterhead will not be used when an individual board member writes to other ,.? governmental agencies, citizens, companies or Clearwater employees concerning personal opinions. City staff will be available to type letters for an', i Advisory Board Chair or Acting Chair only when it relates to actions or opinions approved by the Board, not individual opinions. } i I S CLEARWATER CITY COMMISSION No. SD-I2 Policy Statement General Topic Subject: Date Adopted: 216192 Boards/Committees Input to Advisory Boards Amends: Rescinds: Reference: ` 216192 #55 7 Statements When-preparing an agenda item 'to the City Commission on.an issue that has gone- before an advisory board, any petitions or correspondence regarding that issue received.by, the-advisory board, shall be noted in the back ground. 4 ' ' t F . 12 It r ? S 1 CLEARWATER CITY COMMISSION Policy Statement General Topic Subject: Date Adopted: 1/16/90 Budget Special Event Fees Amended: 3/19/92 Amends: Rescinds: Reference:, . 4 4/4/82 Agenda Memo #12 4/14/87 Policy Book Work Session 10/16/89 Work Session Statement: The Special Events Committee will review applications for use of City beaches, sidewalks and rights-of-way. Sponsoring organizations will be responsible for the costs of City services needed in conjunction with the events. All fees and related charges will be waived for City sponsored or co-sponsored events; i.e. Fun 'N Sun, Jazz Holiday, July 4th; Turkey Trot and Martin Luther King Parade. There shall be an annual review of City sponsored/co-sponsored events during the budget process. An agenda item confirming co-sponsorship and waiver of fees for those events approved in the budget will be brought for City Commission approval at the beginning of each fiscal year. In the event additional monies-are requested beyond what is included in the approved budget, City Commission approval will be needed before said additional funds are disbursed. 13 "• CLEARWATER CITY COMMISSION N.?. 8G-2 Policy-Statement General Topic Subject:' Date Adopted: 1/16/90 Budget- Advertising Amends: Rescinds: Reference: 5/13/85 Work Session 4/14/87 Policy Book Work Session Statement: The City will not, place. non-budgeted advertising. Recommendation: Delete - advertising budgets are not for specific ads and there are times. when ads not plannedforr need to be done, 1 , 14 CLEARWATER CITY COMMISSION. No. BG-3 Policy Statement General Topic Subject: Date Adopted: -1/16/90 Budget . Donations Amended: 3/19192 Amends: Rescinds: Reference: 311184 Agenda Item #74 Statement: ?. ponatians/contributions -to City Departments will be accounted for in a Special Program Fund.., 15 Policy Statement General Topic Subject:. Date Adopted: 1/16/90 Budget General Fund Surplus Amends: Rescinds: Reference: 1989/90 Service Options Manual Statement:- In an effort to ensure adequate financial reserves, the City has.determined that a General'Fund Unappropriated Retained Earnings equal to 10% of.the subsequent year's budgeted expenditures shall be maintained whenever practical. Should funds in excess of 10% be available in any fiscal year. these funds shall be identified as available, and may be appropriated for specific Capital Improvement Projects or used to reduce the subsequent year's ad valorem millage. " , It has been determined.that this fund shall' be maintained as a contingency fund, and appropriated only in cases of emergency or urgency to meet unanticipated.financial needs. 0 16 ?k i r • •:4'7 le:. +5??:.'t .? `?? ? ?l,' ..t ? 7 ? :tl t t; i f 'S . ?I, s'f. ciSi' :?;. °t"iii,'„-?',?-i;; `?:j! r.?f,' "!'' c;,. '•1;' ,:. 1': 1.. ;t ,.` ?'?:. ? ,. CLEARWATER CITY COMMISSION N, EG-5 Policy Statement General Topic Subject-.' Date Adopted: 1116/90 Budget Funds other than General Fund Amends:.' Rescinds: Reference: 1989190 Service Options Manual Y. .t Statement: Revenue budgets may exceed expenditure budgets except in General' Funds, which must balance'.'' However, expenditure budgets may never exceed available resources: I .¢r. Jiir-%> Vii" .:?ry<i?j•'n , .z• ,if'4.e .. '. . .. ..i' ,.p. `' :i ?, .2;•iK r:.FfM>; P.a r}}° ? •p).li A. :t .'rF.f•, o- ,?`,•': '?f ,. CLEARWATER CITY COMMISSION. No. BG-6 Policy Statement General Topic Subject: Date Adopted: 1116190 Budget Lease Purchase of Major Capital Acquisitions Amends: Rescinds: Reference:' 1989190 Service Options Manual Statement:, When fiscally advisable and when consistent with contractual obligations, the :.. City shall lease purchase all- capital items which have a monetary value of at least $25,000 and a minimum life expectancy of five years. The debt service `. `'. on lease purchase items shall. be paid by the user department. . r 18 . 't •. r • •. ' .l ?to f.??.j` ?.. ) . ? . ..55•:,, r __ °'? 1 '1. ?. ,5 ,1. '.1. '?'N •,. ,1. x'13: •.i??1. 1 CLEARWATER CITY COMMISSION No,BG-7 !. Policy Statement 4 General Topic Subject: Date Adopted: 1/16190 Budget Non-Resident Fees for Services Amends: Rescinds: Reference: 1989/90 Service Options Manual Statement: As to individuals, corporations and other legal entities not owning real F: property within the City: For all services or facilities provided from the support of the General Fund, the City shall charge a fee for said services/facilities which approximates the amount of support paid by property- owning-residents. Recommendation: Delete - fees set by resolution or ordinance. Not all City residents own real property in Clearwater. 1 Policy Statement General Topic Subject: Date Adopted: 1116190 Budget Road & Drain Millage Amended: 3119192 Amends: Rescinds: Reference: 1989190 Service Options Manual 10/16/89 Work Session Statement: A specific annual allocation of Ad Valorem revenues shall be used to fund the various activities associated with roads and drainage, Historical Note: This millage was originally set at .307 mills in FY 1978-79, and had been revised annually to generate adequate revenues to maintain this program. In April 1987, the City Commission adopted a.policy to provide that the annual Road & Millage levy shall be established at the level of .4693 mills until otherwise modified. This policy was futher amended by the Commission with the adoption of the, 1990191 Budget. Funding for drainage projects is provided by the stormwater fee, and a levy of .3864 is appropriate for road projects. Recommendation: Delete, handled thru annual budget process. Also, no longer designate mileage for drainage due to stormwater utility. z 20 a CLEARWATER CITY COMMISSION No. t< 'Policy Statement General Topic Subject: Date Adopted: 1116190 Budget. Bu ilding Permit Charges Amends: Rescinds: Reference: 1989/90 Service Options Manual Statement: Fees charged for Building and other permits shall be es tablished'at levels which will attempt to recover the costs of the Building Department (exclusive ' of any costs reimbursable from sources other than City funds). Recommendation: Delete - subsequent action determined some fees were having to beset too high to meet this policy. , t , t' S CLEARWATER CITY'COMMISSION BG-10 Policy Statement General Topic Subject: Date Adopted: 1/16190 Budget PACT Amends: Rescind: Reference: 1989/90 Service Options Manual Statement: A millage levy necessary to generate up to $400,000 will be assessed and designated annually-for the support of the Richard B. Baumgardner Center for the Performing Arts, and Ruth Eckerd Nall, operating under the administration of PACT, -Inc. i t rr , . !® 1 22 t CLEARWATER CITY COMMISSION ' No. BG-11 Policy Statement General Topic Subject: Date Adopted: 1/16190 Budget Proprietary (Enterprise) Funds Amends: Rescinds: Reference: 1989190 Service Options Manual ' Statement: it ..: .. 'All Proprietary (Enterprise) Fund operations sha ll be self-supporting, and shall pay admin istrative and other appropriate s ervice charges to General Fund Operations for suppor?.at'a level determined by the City Commission. ?wo 23 0 • . III '}E• .I i CLEARWATER CITY,COMMISSION t?o._ BG-14 Policy Statement General Topic Subject: Date Adopted: .1116/90 Budget Interfund Other Service Charges Amends: Rescinds: Reference: 1989190 Service Options Manual V" Statement: The cost of services provided to Proprietary Fun d Departments by General Fund Departments shall be charged to, and paid by the user department. 3 i4V• . 27, R. . f? ?r fi``'t J:r ,lac '?, ti•13,i.t. a ,. ... .s .. .. S 1Fs t'•• .. . Aa? 'CLEARWATER CITY: COMMISSION ? BG-15 Policy Statement General Topic Subject: Date Adopted: 1116190 Budget Self-Insurance Program Amends: Rescinds: Reference: i • 1969190 Service Options Manual Statement: ; The City shall annually allocate $1,000,000 for the purpose of maintaining a general purpose insurance reserve. The initial goal of this fund shall be to establish a $7,000,000 reserve, to be used as necessary to defray and discharge claims against the City. :..t 1-t Cross Reference: City Goal #13 Recommendation: Delete, insurance fund adequately funded. t { 28 i. V Sn WKs?? y . S -?? CLEARWATER CITY COMMISSION Policy Statement General Topic Subject: Date Adopted: 1/16190 Budget Financial Support to Amended: 3/19/92 Social Service Agencies Amends: Rescinds: Reference: 1989190 Service Options Manual Statement: It, is the City's policy to lend nominal financial support to selected social service agencies to augment financial requirements. The budgeting of these funds shall be re-evaluated every three years to determine if there is still a need for this support and that the support is given to those agencies providing needed services to the citizens of Clearwater. Various reference materials and studies, such as the I Cope, wili'be made available to the City Commission to assist them in evaluating these agencies. Agencies receiving said support shall be given notice of the re-evaluation and what is expected of them in order to continue to receive the support. Recommendation: Delete, handled annually thru Social Service Grant Agenda item at same time CDBG funding considered in the Consolidated Plan. 29