06/14/1995 ENVIRONMENTAL ADVISORY BOARD
June 14, 1995 - 3:00 P.M.
Members Present: Jill Melkonian, Vice Chair
Early Sorenson (arrived 3:10 p.m.)
Lisa Lanza (arrived 3:25 p.m.)
Allan Stowell (arrived 5:15 p.m.)
Members Absent: Mike Foley, Chair
Anne Garris
John Jenkins (resigned)
Also Present: Tom Miller, Assistant Director, Engineering/Environmental
Gwen Legters Board Reporter, City Clerk Department
An informal discussion was conducted in Conference Room B, City Hall Annex, beginning at 3:00 p.m. In the absence of a quorum, no action was taken. Ms. Melkonian explained today’s
discussion will focus on the remaining items from the April 25 agenda. Without a formal agenda, the following summary is in the order of discussion.
The results of the April 25 special meeting were summarized by staff. Mr. Miller distributed copies of a preliminary rules outline, a draft agenda format and sample agenda cover memoranda.
He stated he would compile, based on Board direction, a single document titled “Environmental Rules of Procedure” and attach goals and objectives once they are established. He stated
the final step in the procedure would be for the Board to approve and adopt this document, and direct that it be incorporated into the bylaws.
Ms. Melkonian presented for discussion a 21-item “List of Environmental Topics," a sheet of general “Definitions” and an agenda worksheet.
A question was raised if the results of these discussions will be copied to the City Commission. Mr. Miller responded they will not be copied, unless specifically directed.
Discussion ensued regarding Board jurisdiction. This was indicated to be a part of the goals and objectives review to follow.
The importance of establishing priorities and following them through to completion was stressed. It was felt secondary issues are taking up too much time at the meetings.
Mr. Miller indicated review and discussion of the Sunshine Law would probably be conducted by the City Attorney.
Lisa Lanza arrived at 3:25 p.m. and was informed of the discussion to this point. As a side issue, she noted some members’ suggestions were incorporated into the new landscape ordinance.
Lengthy discussion followed regarding the draft rules of procedure. Mr. Miller compiled suggestions for condensing the language. Highlights of this discussion include the following
suggestions regarding regular agenda and agenda preparation:
1. Establish Board jurisdiction as defined in the City Code of Ordinances
2. Have very specific rules to avoid overstepping the Board’s authority
3. Rearrange the order of the topics for better focus
4. Set the agenda for the next meeting at the end of the current meeting
5. Provide discretionary authority for the Chair and Staff liaison to add or delete agenda items between meetings
6. Incorporate a Consent Agenda
Discussion ensued regarding preparation of agenda items. Mr. Miller explained the use of cover memoranda. It was felt a member wishing to place an item on a subsequent agenda should
be allowed one minute to explain the item and why it should be agendaed. Inclusion of such an item would be approved or rejected by a majority vote of the Board. Three types of items
discussed were those carried over from a previous meeting, new items and items of urgency.
Discussion ensued regarding items of urgency. A question was raised how to differentiate between emergency items and new business. Mr. Miller noted emergency items would deal with
issues where public safety was at immediate risk and would not be subject to the formal agenda process. However, it was felt urgent items should be processed through staff during the
week before the regular meeting. It was felt to be too disruptive to have items unexpectedly introduced into an established agenda.
Concern was expressed with environmentally sensitive issues coming to the Commission between Board meetings. Discussion of the City Commission first and second reading process was discussed.
Mr. Miller suggested a proactive approach to this concern. He stated the Board could request the Commission to delay action on an item and refer it to the Board for review. It was
felt this process would normally allow time for Board discussion prior to final Commission action.
Discussion ensued regarding the draft Agenda format. Details for presentation of an item and time frames for submitting items were clarified. Placement of Consent, Regular and Citizens’
items, concept and preparation were addressed.
Consent agenda purpose and preparation were discussed at length. Staff was requested to research and provide additional details regarding the procedures for adding, approving or removing
items.
Concern was expressed with the delay in receiving responses to Board recommendations. Placing a status report of previous items under old business was suggested as one way of addressing
this concern.
Language for creating a Citizens’ agenda was reviewed. It was suggested that citizens be encouraged to attend and present environmental items not otherwise on the agenda.
Allan Stowell arrived at 5:15 p.m.
General discussion ensued regarding overall meeting length, scheduled date and time conflicts. Concern was expressed with having enough time to complete the agenda. Establishing time
limits for item presentation and disposition of uncompleted items were reviewed. Another
consideration was setting a meeting time that would not preclude the average citizen from serving or attending.
Setting a fixed adjournment time versus allowing open-ended adjournment was explored. Expanding the meeting time from two hours to three was examined. Mr. Miller emphasized the importance
of limiting the meeting time due to staff and scheduling constraints. He encouraged maintaining the two-hour meeting format. A preamble to the time limit section of the rules could
say, on occasion, the meeting may last more than two hours. Mr. Miller was requested to clarify staff overtime guidelines.
Review of goals and objectives followed. Ms. Melkonian read a prepared statement defining the purpose of the Board. She proposed this as an introduction to the mission statement.
After a brief discussion, it was felt another meeting was needed to deal with the rest of the goals and objectives. Mr. Miller noted City ordinance prohibits more than one meeting a
month. It was suggested to bring the remainder forward as an item in July or August.
Ms. Melkonian stated she would recommend Whitney Gray to fill the seat vacated by Mr. Jenkins.
Mr. Miller was requested to investigate whether the minutes of this discussion are to be copied to the City Commission.
The discussion ended at 6:05 p.m.
Respectfully submitted:
Board Reporter