Loading...
04/25/1995 MINUTES - SPECIAL MEETING ENVIRONMENTAL ADVISORY BOARD Tuesday, April 25, 1995 - 7:00 P.M. City Hall Annex, 10 Missouri Ave., Clearwater, FL Members Present: Jill Melkonian, Vice Chair, Acting Chairman Anne Garris Lisa Lanza Mike Foley, Chair (arrived 7:18 p.m.) Early Sorenson (arrived 7:22 p.m.) Allan Stowell (arrived 7:25 p.m.) Members Absent: John Jenkins Also Present: Cyndie Goudeau, Director, City Clerk Department Tom Miller, Assistant Director, Engineering/Environmental Sally Demarest, Board Reporter, City Clerk Department The special meeting was called to order in Conference Room B, City Hall Annex, by Vice Chair Jill Melkonian at 7:05 p.m. She indicated that the meeting had been duly advertised. It was noted that, at the suggestion of the Chairman, Ms. Melkonian will serve as Acting Chairman for this special discussion meeting. Concern was expressed relative to the absence of a quorum at the start of the meeting. In order to provide continuity, the items will be listed in agenda order although not necessarily discussed in that order. I Call To Order A. Confirm Agenda Ms. Melkonian distributed copies of the meeting Agenda and Mr. Miller distributed copies of Clearwater Code of Ordinances CD2:21, Div. 5.1, Environmental Advisory Board. II Introduction - Vice Chair, Jill Melkonian Ms. Melkonian offered a sheet titled "Introduction", and explained the purpose of the board. She referenced City Code CD2:21 Sec 2.161(2) and Bylaws Sec 2(c), and stressed the importance of this issue. III Establish Rules and Procedures for Meetings A. Preparation of Agenda Ms. Melkonian distributed a sheet titled "Agenda" and offered that all pertinent agenda information should be included in members' packets and received before a meeting. At the request of the board, Ms. Goudeau offered procedural advice and examples of the approaches of other City boards. A general discussion of agenda preparation procedures and an exchange of suggestions ensued. Mr. Sorenson distributed literature concerning urban foresters for the information of the board; however, the subject was not addressed at this meeting. Synopsizing the discussion of agenda preparation, a motion was made by Ms. Garris that the major part of the agenda be set at the end of each meeting, that the Chairman meet with Mr. Miller on the Monday before the week of the next meeting to finalize the agenda using the subjects from the last meeting, input from Mr. Miller and staff, and items submitted by board members. At the time of confirming the agenda at the meeting, any agenda items added since the last meeting will be voted on by the board to determine whether to 1) leave it on the agenda; 2) postpone it to a later date; 3) take no action; and 4) refer to another agency. Items of urgency may be added at this time. Each board member who submits an item must provide a brief paragraph of description which will be included in the agenda and each person may have no more than one (1) minute to explain its discussion at the meeting. The motion was duly seconded. It was acknowledged that staff will have the right to place items on the agenda, also using the above suggested process. Mr. Miller illustrated the suggested agenda form on the whiteboard and suggested that staff prepare a one-page agenda item submittal form for approval at the next meeting; the board agreed. Mr. Stowell made a motion to extend the one (1) minute time limit three (3) minutes. There was no second. The motion died. Ms. Goudeau reported the ordinance to limit the board members to seven has been drafted, but has not been approved as yet. Ms. Melkonian called the vote on the original motion; the motion carried unanimously. It was agreed that the procedural motions approved by the board at this special meeting be used as a foundation to create an initial draft of the Board's Rules and Regulations. B. Presentations Ms. Melkonian referred to the sheet titled "Format" and stressed each issue or topic should be evaluated by the board's criteria. She distributed a suggested "List of Environmental Topics" gleaned from former board activities intended to provide parameters, as well as a sheet titled "Definitions". It was the general consensus that the board may use individual issues as cases in point, but should not become "embroiled" them. There was a brief discussion relative to crisis management and the related need for vision and long range planning. Staff will provide Ms. Lanza and Ms. Melkonian with a requested list of the City's boards and committees and their functions. It was mentioned that the EAB is an advisory board and is not empowered to direct staff; however, it was agreed that the board would benefit from notification of follow-up by staff, if this is possible. A motion was made by Ms. Garris that the board accept as criteria items 1, 2 and 3 (a) through (f) of the sheet titled "Format". The motion was duly seconded. Ms. Garris later accepted a friendly amendment to her motion to accept only item 3 (a) through (f). Mr. Sorenson made a motion to amend, citing code sections 2.162 and 2.163; there was no second. Summarizing, Ms. Garris stated her motion would read as follows: Each issue or topic should be evaluated by the board's criteria: a) Is it within the board's jurisdiction as an advisory board; b) can the board fit the issue in to the overall City Plan and the vision for Clearwater; c) which general environmental topic does it fall under? Calling the vote on the motion, Mses. Melkonian, Garris, and Lanza, Messrs. Sorenson and Stowell voted "aye"; Mr. Foley voted "nay". Motion carried (5-1). C. Time Limits/Maintenance of Order Except as stated in B and D, this item was not discussed due to time constraints. D. Citizens Agenda Ms. Melkonian distributed and read a sheet entitled "Citizens Agenda". Questions were raised whether, in the interest of time, citizens who are not on the agenda should be allowed to speak at board meetings. It was agreed that the agenda will include this item, and concerned citizens will use the evaluation criteria as stated by motion in B above. A motion was made by Mr. Sorenson that the Citizens to be Heard item be kept on the standard agenda, and if citizens want to be heard, the board use the following citizen's agenda rules to process the item: 1) Citizen should be informed that the EAB is an advisory board only; 2) the citizen will be given three (3) minutes to present the request or concern - WITHOUT INTERRUPTION (timed); 4) all comments should be germane to the subject under consideration and a courteous manner should be maintained; 5) the board will then end the discussion and a vote may be taken to: a) table for further study/information; b) referral to staff/another board or committee; c) forwarded to Commission with recommendations; d) deemed out of board's (or city's) realm; no logical referrals; no action. The motion was duly seconded and carried unanimously. E. Minutes This item was not discussed due to time constraints. IV Review Goals and Objectives for the Environmental Advisory Board A. Definitions B. Objectives C. Mission/Purpose D. Importance of Focus on Board Objectives V Sunshine Law - Quick Review and Discussion There was no discussion of the remaining agenda items due to time constraints. Ms. Melkonian asked Ms. Goudeau for her comments at the close of the meeting. Ms. Goudeau said she attended the meeting to answer procedural questions and she offered several suggestions , i.e., there is a need for the board to establish rules and procedures in writing, and follow them. A definite need to address time limits in an effort to maintain order, and that time is consumed by members interrupting each other was mentioned. Ms. Goudeau noted that members should wait until recognized before speaking, and interruptions are causing considerable delay. The board should set time limits and abide by them. Time limits should be set on presentations, allowing presenters to finish before members begin questions and answers; this will also save time. It was concluded by Ms. Goudeau that the board had a "good start", but needed to meet again to continue its efforts. It was agreed that a meeting would be scheduled for May 16, 1995 at 3:00 p.m., in Conference Room B, City Hall Annex, to continue discussion on these items. The meeting adjourned at 9:40 p.m. _______________________________ Jill Melkonian, Vice Chair Acting Chairman