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06/01/1993 - Special COMMUNITY REDEVELOPMENT AGENCY WORK SESSION June 1, 1993 The City Commission, meeting as the Community Redevelopment Agency, met in special session at Clearwater East Library, Tuesday, June 1, 1993 at 9:03 a.m., with the following members present: Rita Garvey Chairperson Richard Fitzgerald Trustee Sue Berfield Trustee Arthur X. Deegan, II Trustee Fred A. Thomas Trustee Phil Henderson Ex-officio Member Also Present: Michael J. Wright Executive Director Milton A. Galbraith, Jr. Attorney Cynthia E. Goudeau Secretary The meeting was called to order at 9:03 a.m. for the purpose of discussing rules of procedure. Mr. Henderson expressed concern regarding how the ex-officio members would be chosen if the Downtown Development Board (DDB) is dissolved. He felt the people in the downtown area should have some voice in who serves as ex-officio member on the CRA. Discussion ensued regarding the impact on the district and how the individual should be chosen. Consensus of the Agency was for the first sentence to read, "The membership of the Community Redevelopment Agency of the City of Clearwater, Florida shall be composed of the five members of the Clearwater City Commission and two ex-officio, non-voting members of the Downtown Development Board." There was no discussion regarding Rules 2, 3, 4, and 5. Regarding Rule 6, it was the consensus it be changed to where one member could call a special meeting and to delete the last sentence reading, "Minutes shall be taken and distributed by the City Clerk." There was no change to Rules 7 and 8. Regarding Rule 9, discussion ensued regarding the terminology of individuals being "bound" to attend meetings. It was suggested that attendance be requested or required. It was agreed the City Clerk should be deleted. Trustee Thomas wanted the City Manager and City Attorney to be required to attend in addition to the executive director, as he wanted their advice and counsel. It was agreed the City Clerk would be deleted and the word "direct" be changed to "request." The City Manager stated the word "bound" is the problem. It was recommended it be changed to, "...bound to attend upon the request of a CRA voting member." In Rule 10, it was agreed to add, "or designee" after "Chief of Police." In Rule 11, it was agreed to add "voting" prior to the word "member" in the first line. It was requested the City Attorney review the Resolution and add "voting" in front of "member" wherever appropriate. Discussion ensued regarding the difference between reconsidering and rescinding an action, and what vote should be taken for each of these. It was stated a reconsideration must be at the same meeting. Rescinding could be done at any time, with a majority vote. Reconsideration takes a supermajority. The City Attorney indicated what is proposed is based on Robert's Rules of Order. He stated a rule is not needed on rescinding unless they wish it to be different from that in Robert's Rules. It was agreed this will be addressed at a later time. Regarding Rule 12, it was agreed the City Manager would be removed as someone who can agenda an item and the requirement for a 4/5 vote to alter the agenda be eliminated. The City Attorney returned to Rule 11, saying Robert's Rules of Order says to rescind by a majority vote with notice, or a 2/3 vote without. It was agreed to eliminate the sentence. There was no change to Rule 13. Regarding Rule 14, the Mayor indicated she had reworked the rule and submitted it to the Commission in her May 5, 1993 memorandum. Consensus of the Agency was to go with the Mayor's version. There was no change to Rule 15. Regarding Rule 16, the Mayor questioned the need for a five minute time slot for people to speak. Trustee Deegan spoke in opposition to the rule, as well. It was stated citizens have a right to request to be agendaed. It was the consensus of the Agency to delete the rule. Regarding Rule 17, it was questioned if the City Clerk should be removed as the office at which material would be provided to the press and public. There was concern the public is used to going to this particular department. Consensus was to leave this rule as is. Further discussion ensued regarding the perception the City Clerk Department is the only place to get the information. Consensus was to have the rule read, "The Executive Director shall provide material for the press and public via a special box in the Clerk Department." The second sentence will be eliminated. The City Attorney returned to Rule 15, indicating it was the same as Robert's Rules of Order. Consensus was to delete the rule. Regarding Rule 18, the Mayor had also submitted some proposals she felt simplified the verbiage. Consensus was to go with the Mayor's language in her May 5 memorandum for 18(a). There would be no change to 18(b). In 18(c), the Mayor's version would be used, deleting the first sentence which reads, "Only the agendas will be circulated." Regarding 18(d), the Mayor felt, if mail received individually related to Agency business, it would be bought into the office for copying. Discussion ensued regarding requested confidentiality. The City Attorney indicated correspondence regarding Agency business could not be kept confidential. A question was raised whether it had to be copied and distributed. The City Attorney indicated it only had to be available. Trustee Thomas expressed concerns there should be some level of confidentiality. The City Attorney indicated, if it relates to Agency business, it is not exempt from being a public record. The question is, where to keep it. He stated anyone can ask to see it. It was the consensus the City Attorney would review the law and put in the rule as it needs to be. Regarding 18(e), it was agreed to use the Mayor's version. Rule 18(g), which reads, "Except as provided herein, or as may be required by Florida law or the City Charter, the rules of the Agency for the conduct of its business shall be as provided in the most recent edition of Robert's Rules of Order.", is to be made a separate rule from 18. The meeting adjourned at 10:23 a.m.