Agenda Item 7H - Ordinance 5-14-61 Commission MeetingsCITY OF ATLANTIC BEACH
CITY COMMISSION MEETING
STAFF REPORT
/\GENOA ITEM 1/711
J ULY 14,2014
AGENDA ITEM: Ordinance No. 5-14-61: Amending C hapter 2 of the
Code of Ordinances, Administration, Article II, City
Commission, Sec. 2-16, Time and Place of Reg u lar
meetings, to provide for two regular meetings.
SUBMITTED BY: Nelson Van Li ere, City Manager ~
DATE: June 17,2014
BACKGROUND: At the June 9, 20 14 mee tin g, the C ity Co mmi ss ion di sc ussed proposed ·
Ordinance No. 5-14-61 an d decided to tab le the item until a ful l comm iss io n cou ld be
present and to g ive Staff th e opportunity to make some adjustments to the presentation of
the age nda i tern s.
As previou s ly stated, th e goa l of the Staff and Com mi ssion is to work together to produce
an age nd a th at is both inform ativ e to the pub lic and all ows for business to be effi cien tl y
ca rried o n month to month . lt is clear that giving ample time for th e public to weigh in on
imp ortant issues is a priority in Atlantic Beach . As a res ul t of di scu ss ions from the
previous meetin gs, Staff has come up with a better way to meet th ose need s. Upo n
approva l of the att ac hed o rdinan ce, Staff can pr epare agend as that wi ll ensure items of
sign ifi cant importance are discussed thoroughl y and that those of a routine nature can
move forward.
The attached outlin e entitled : Agenda Preparation Guidelines has been amended to
reflect recent di scuss ions an d will be used as a guidel in e for age nd a preparation. This
chart indicates how eac h type of item is to be considered in the compi lati on of the agend a .
Upon examination of th e guide lin es, yo u can see that most items, with th e exceptio n of
Action on Ordinances and Miscellaneous Business items, would ap p ea r only once.
Ordinances represen t the creat ion of legis lation and are required to be heard more than
once. Miscellaneous Business item s represent a variety of item s with va ryin g significance
from agenda to age nd a. ln thi s Miscellaneous Business sect ion of th e agenda is where we
pro po se to give special attentio n.
As a so lution to the problem o f cnsUting mi scellaneo us items arc highli g ht ed a nd
discussed in a m ann er that gives approp tiate att enti on to them , Staff reviewed th e rules
fo und in our code and determined that the existing agend a has a provi s ion for thi s, but that
it has not bee n use d for thi s purpo se. It em #3 on the Agenda Outlin e wa s placed there to
co ns id er any unfini shed business from the prev ious meetings. CatT yover items would be
placed in this sec ti on of the agenda in the ord er that they app ear ed in a previous meeting.
Hems th at otigi nated in a special category such as Resolutions or Ordinances would stay
in their respective age nda ca tego rie s. Th e pro cess would be to place the appropriate item s
on th e age nd a und er #8 Miscellaneous Business. Th ey wou ld be di scussed and
co nsid ered as it ems th e com mi ssion wo uld want to move forward to the next age nd a. The
su bsequent meetin g would then in clud e tho se sa me it ems in #3 Unfinished Business
sectio n of th e Agen da Outline.
BUDGET:
AGENDA ITEM II 711
JULY 14 .2014
Sta f f will also impl ement the revised dead lin es di scussed in the previous meeting to a ll ow
the Co mmi ss io ners and the publi c an extra five to seven (5 -7) days to rev iew the agenda
before the mee tin g to all ow for input and qu es tio ns to be answered . Thi s extra ti me will
prove sign ifi cant for those involved in the preparations for a meeting. T he deadline for
submi ssion of all agenda item s from either the Co mmi ssion or staff, wou ld be the
Wedn es da y (13 days) pri or to th e com mi ss ion meeting. T he age nd a wou ld then be
pu blis hed and di sbursed on th e Friday after th e d ead line. All items to be co ns idered on
th e agend a will be subm itted by the deadline in final format form.
Also, as a result of the comments made at the May meeting, Staff has amended the
prop osed ord in a nc e to reflect the origi nal meeting time as 6:30 p.m.
In the even t that the Commi ssion chooses to cal l for a workshop , the expectat ion would be
to have those o n the same meeting nights as th e regularly scheduled meeting unless
specifi ca lly requ ested for ano th er time. Thi s wi ll limit th e strain on the com mi ss ioner's
schedule to on ly two ni g hts a month in norma l ci rcum stances. Th e short e r age nd a and the
expectation of doing City bu siness two ni ghts a month sho uld stream lin e the process for
everyo ne.
No budget imp act.
RECOMMENDATION : Approve Or dinance No. 5-I 4-61 .
ATTACHMENTS: Staff Report dated Apri l1 8, 20 14
Agen da Preparat ion Gui deline Chart
Ordinance No. 5-14-61
REVIEWED BY C I TY MANAGER -J,1,' t/tUz /<bU.,
Item
Approval of M i nutes
Appro va l of Minutes
Courtesy of t he Floor to Visitors
Courtesy of the Floor
Presentation
Proclamation
Unfinished Business
Miscellaneous items carr ied
forward from the preceding
meetings
Consent Agenda
Monthly Report s
Quart erly Report
Annual Re port
Written Report on a spec ific
project
De clare Prope rty Surplus
Award i ni t i al co ntrac t contract for
Bid
Award RFP
Extend Contract w hen allowed for
in the current t erms.
Committee Reports
Co mmittee Repo rt
Action on Resolutions
Resolution
Action on Ordinances
Ordinance
Misce llaneous Business
Use -by-Exception
Waiver
Approva l of Contract with
signi ficant importance and va l u e
Appointment of members to a
sta nding Boa rd o r Committee
Estab li shing an Ad Hoc Committee,
t he n appoi nting its members
City Manager
City M a nager Report
Reports and/or Requests from City
Commissioners and City Attorney
Announcements
Agenda Preparation Guidelines
Purpose Requires Special
Advertising
Action No
Informational-No Action No
Info rmationa l-No Action No
Ceremonial-No Action No
Action No
Acknowledge Re ce ipt No
Acknowledge Receipt No
Acknow ledge Recei pt No
Acknow ledge Receipt No
Action No
Action No
Action No
Action No
Informational No
Action *No
Action Yes
Discussion I Action Yes
Discussion I Action Ye s
Discu ssio n I Action No
Di sc ussio n I Action No
Disc uss io n I Action No
Inform ational No
Info rm atio nal No
Requires a
Public Hearing
for CC meeting?
No
No
No
No
No
No
No
No
No
No
No
No
No
No
No
*Yes
Yes
Yes
No
No
No
No
No
1\GEND/\ ITI ~M II 7H
J ULY 14,20 14
Standard # of
times needed
on the agenda
1
N/A
1
1
1
1
1
1
1
1
1
1
1
1
1
2
**2
1
2
1
2
1
N/A
Agenda Preparation Guidelines
AGENDA ITEM# 7H
JULY 14,2014
*Exceptions:
1. Ordinances and Resolutions to set the annual operating budget and millage rate require special advertising and
two public hearings.
2. Changes in Zoning District Classifications, Special Planned Areas (SPA's), changes to Land Development
Regulations and Comprehensive Plan Amendments require one public hearing at the Community Development
Board (COB} meeting so the COB can make a recommendation to the Commission. They also require two public
hearings at City Commission meetings.
**
Notes:
Use-by-exceptions will be on the Commission Agenda twice. The first time, as a discussion only item and the
second time, as a public hearing and action item.
Variances are handled through the Community Development Board (CDB) and require a Public Hearing. No Commission
action is needed.
Use-by-exceptions are heard by the Community Development Board (CDB) for a recommendation, then to the
Commission.
Any agenda Item that requires action and does not have written information in the initial packet, will most likely require
an additional meeting in order to provide advance notice of the details and to allow time for citizen input.
( 'I'I'Y OF ATI.ANTIC' HE/\( 'II
('lTV ('OMMISSION MI•:I•:'IIN<;
S'l A I• I•' IUo:POifl'
t\l ol N l >t\ Ill t\111/A
t\lt\ Y I ~ . .!111 •1
<hd iii<IIH'L' No. ~-lol -(11 : Allll'lldlllg ('hap tcr ') or the ('udl.· n l' Orclill:tlll 'l'S,
1\dlllinis trnriull , t \r lll:lt; II, Cily ( 'nlllllli"sion. Sl'l', 2 16, I i1m: 1111d PI ;H 'L' nl'
l{cgul ar tlll 't'tings. to pt'n v id ~.: liu twn regu la r m~.:t1i11gs .
SIII\MII"I'fo~l> UY Ndsnn Vm1 I ic n:, C'il y IVIa nagl.'r
ICA('I~CJH)(I NI): On Apri l X111 , 101 \ thL: Cit y ('nt nm i-.siun app t'tl\'t:d Cll'dillilllt'l' No . Ci -11-SX
<lllll:ll d i11g !111.: ( \Hk: ltl 1\:plth,!\,! Cll\1.: ol' till..! two sc hedu l t:tlllll'l!lings p~.;r 111 \)111 11 With
i t work s hop . Thi s was done as a tr ia l lo .1ddrcss l'omphlints f'rn111 lit e pu h lit.: lhrtl
th ere was 11 01 \'tH>ug h li 1nc li w l'ili zcn 111 p11l n n th e ug1 '11dn iknls hdhrc a vote·. 1\y
wo rkshopping th e upco mi11 g :tgl..!ltd n, citi zens l 1:a vc nH>rc ti llll ' cllld opp11r t uni ry lo
ht: llC'ill"d Oil il ll l l l'IHS bcl'on.: H \'!Il l.' is l'IISI.
Sin IT has wmked ve ry hurd lu nlill <l.: I he l rn nsi tJ on iltln t he olll' llH..!l!llll g <1 1111111111
SC ltl.!dll k Slll'C.:css f'll l. lfoWCVI.'I', i mp i VIIllllt l<llioll ol' this lll!\V SdH.:dulc l ws h~o·l'll
t:,'\l rt:ull:l y di fl kt dl liu· s tnfl'. A ll cr l:U rcful t:o ns i(h.:ntli on, WL' IH;I iL·vt· w~.; lww
l'tllll t: up wil lr un alll'tlwtivc I hal wi ll add n.:s s l!Vl:t }'ll ll t'.'~ Cllllt:l'I"IIS.
Be low i s a l i sf uf uuinll'IHir:d cuu scquctlccs t lwl lw vc hccn :r l'h a ll cngt• lu st arr
,t~.hacc I h e inccJiti(lll of :1 ou e mccling per month sc h L•duJc.
I . !'I ll! ags!_HIHS an: ro ughl y lwil!l' I he s.i zc. rlti s lly il s~.:l r \\IO~tl d 1111 1 ~l'l'l11 (II h . :til
i ss tu ·. !'l ease ronsi d L·r I hat cad1 itc 111 i s i mp11riHill 1111d i:-; lht: rt ''\ttll <•I' :-;ta ll's ha rd
Wl •rl<. 'I'll~.: l~nt in.: Ht_\1..!1\da nwst he ind c:<t•d on d p ~tg in alcd, ~.·npicd :IIHI h•lltlhl ,
scunn ~d :r11d u plo:ull:d, disll'ihut cd 111 1d li11 lw d to wu b Jlll j!ll~.
l. M ce tin&" III'L' lwi n • au llli& A din.:d rc:-u l t ul' l l w l t.!n g l h y age 11 t ht is l h at llll'
llll.:c t i ngs lak l' twice.! as long hl't:au s ~: th CI 'i me twice ns many ih.:ms to d i sc uss.
J . Th e hurclllll 'l i ll }' :tddt:d lo Uw approval nrocess sl ows lh l' II PJ>!'OVcll nr l'lHtlinc
ilc ii\S duw11 . lor man y irnpOI I i l l ll rlelll!'i, W!..' rccugni/.c it i ~ imporlanl l o s low
dnwn and hci ll'l'llllllltcn l s 11111rl' lh.tn \lllL'c Rnu tin e llcms. hmvever .• 11'1 : l1 cld lip in
t he sn mc lim ~.:l ill u and lll'l\11\ll ahk tu 1\l tWc ((m v an l despite li ll i e or m1 t~O II\11h.)ll !s
li·u 1n lhr cilizL:n:-;. ( 'tlllSL'n l itl.!nt s l iikc nnl y 11 li.:w 111inul es l o pnss in llw lill:cli ltg ,
hut a 1'\lllll ll'ec to lb 11r w<·c l{s In gol hroll gllrhc e11 tir·c •1p prnva l pro cess.
4. ~li!.!LJ•re par~tlinJ~I!.!Ilgl y nevl'r emb. As stHI'I pr qmrcs (ill' ( 'nmnr i ss inn
nwdings, W\' wri te p111 posals ;rml r escardt a trel lll.!ltdlllts allliHIIllllfinfimlllllioll in
pn.:pilrlltinn ro r the lltedi ng. lr. . .:ms o r routine 11\l l lll • lll'l.' di st.·uo.:scd l win'. 111111'1..!
impurlil lll ilctllS 1\Hi t l imes .111d snmclillll!S , if' ddi.:rt \.'d PI' iiS l hl' l'l''\ll(l ol' \Ill i11it1<tl
pnt!l\I .Si il tl ml lcd lO l lll' l1<:1intl , the agend;r ite m III:I Y ll t:l!d lll ht.: l'!·e~IJ in tlll l' t11i11d.s
fi ll' si>. wee k s as 11t.:w it ems ii Cl 'llllll rl illl ', We n •ud tu he nh l e In l iil~e ll ·rinll ami
lllll VC fonV i i i'C I.
S. io've ry .L.lgendn has htx n illllt:lltkd . Sin ce lilt.: i11 ce plto11 ,d th e Oil\.' 11 11.:et i n ~
sd ted ul c, we ha ve h:1d IHIIn c rous spec ial t·u ll cd 111\.!Ct i 11gs illld ~:v •ry Wt 11k shoppl·d
ilt~cllllit h.ts hcc 11 llllH'Ildcd. ""' ~t a l 'l' tr ies 111 11 Hd,c pro g ress on pro1~cls 01
~;o nlra c l s, wc sil t111d w ail thlllll~lt ll•lt g wn rk s ht>ps when; no m·lion c;tn bt: 1ak~.:11 .
l lti.:re was no disL:llss itlt\ 111' C\tllH l1cnls tllld yd we nlllsl wai l Ullll lhct·two Wi.:t.:ks lnt
n11 up pn1v:r l.
AGENDA ITEM# 7 A
MAY 12,2014
6. Ordinances reguire an additional month for approval. Ordinances set policy and
require two meetings to approve. This is by design a method of seeking
additional public input.
7. Workshop format places the Commissioners on the floor for round table
discussions. This helps, but almost every meeting there is a special called
meeting. This requires the cameras to be arranged differently and the sound
system is not as good due to the failure of Commissioners to speak into the mic.
We have had numerous complaints about the citizens not being able to hear the
Commissioners when they are seated in the workshop format. The public gets
confused about whether they are going to get action on an item or not. Staff is
unsure in some cases whether the invited speakers should come to a workshop,
Commission meeting or both.
8. Fear of missing an agenda deadline is real. Staff strives very hard to meet
deadlines. With only one meeting, the consequences of missing an agenda
deadline means either waiting another month for approval or requires that a
special called meeting be scheduled.
9. The meeting of most importance to the citizen is the workshop. This is where the
discussion takes place and this is the meeting the Commissioners need to be best
prepared for. The agenda is received two to three business days ahead of the
workshop. Of course they can prepare over the weekend and have four or five
days max. This gives commissioners only a few days to meet with staff to get
questions answered and we are busy getting ready for the meeting too.
Solution:
The solution being proposed is to return to two regular meetings a month, move
the agenda deadline up to allow for publicizing the agenda a minimum of 10 days
prior to the meetings, and start the meetings 3 0 minutes earlier. Below are the
reasons this approach would work in reference to each of the above items.
• Items 1 and 2 are addressed because the meetings will occur more often, each
agenda is smaller and therefore the meetings will be shorter. Also, returning to a
starting time for the meetings of 6:00 p.m. would allow staff and citizens to at
least get out 30 minutes earlier. Thirty minutes may not seem like a big
difference but for those who have to be at work at 8:00a.m. the next morning, it
does make a difference.
• Item 3 -Consultant presentations or interviews of selected persons for contracts
can be approved in the same night, if desired. The option to defer has always
been available.
• Items 3 and 4 -Items of a routine nature can be approved twice a month, allowing
staff to get projects started and allowing us to react and respond quicker to citizen
requests.
• Item 5 -Staff can prepare the reports for approval, attend a meeting and move
forward to the next project. The constant preparation and attendance at long
meetings for items on the agenda that pass with no discussion is a waste of
everyone's time.
• Item 5-The number of amended agendas will be greatly reduced. The number of
versions of agendas floating around is becoming ridiculous. The Clerk has to wait
until the last minute to publish the agenda to make sure all the amended portions
are included.
• Item 6 -Items of significance deserve either a deferral for more discussion, a
public hearing and or a second reading. Ordinances are policy setting legislation
and as such require two meetings to pass. Significant/complicated items, such as
t\t ii :Nt )J\ 111-:1\1 1/ I I\
MAY 17. 20 1·1
'!< ..,.
the lluiiHill l<ight~ Ordltllllll:t.:, 111ny b ~ dis t.:wist.:d in :1 ~l:pi l l'll l l! wu r k s ht~p . 'I h t ... 11<1!\ ~ ~
ul wHys be e n annpti nn. !:::: ::!
o 11 <:111 7 -All llll 'cl ings <.:ti ll l ~tlct.: pi al.'<.: i11 IIJL· lim11 Ul s l'lliug wil llthl' l.!.'<lX:pti Ot l til lili..' e >--
Wtlrk shops I.!II II I.!U to di :-;t:U-<'l ~.:11l)S C I 1 it em s nf sig ni lic<llll:C. 'I'IH! ljllil lity PI" lht: @ ~
v icl l!ll will h • h •tt ~o:r lhr tlw v iewi n g puhl k und til t.: pwl'~:ss i onal l!'\111 wal l he ~
Ullhl tl \1,:\.'11. Works hop s~;ll i n gs shntdd he l'o r 1111'ormnl di :-;e ussiu ll 'i ot' II l i tllll l'd
lllllllhc r lll' lnp iL's.
" Jl cl ll :-; -Th e l i.:al or llliss illg <I ll1 1.!C l111 g UCildlim; wi ll he gn.:all y l'!.;dut:t:d whe n
llll.:n.: Will hl: 111 1\ilhl..'r 11 1\.'t.:(in g Wit hi n H f i..'\·V \VC~.ti s.
N lletll t) The d HIIl gl! tn li te ag.L:ndil prnl:t:S'i will a llow t'lllllll l i "isiun c r s, stall .
c iti i'.u ns and Il l(.: press !11 l't.Jl!l'i Vt; l hL: a gL~n d a at leas t IO days in ad vum:u o l l h ~
1m.:u ting . 'J'Iti s will ullt1\V ('nll111 l l S'\ilHI Crs I Wu w~ck ~11ds to n.N i cw u11cl umpl e lill i e
l o tnl k w i th l.:ilitl!l l'i 1111tl ge l wi t1t .'lta i T. II willu llo w stnl't' to r t.:s..:arcll ill HI an swer
addit io 11r1 l r.:nt ll:L'IIl s ul' l.'i li'li.!II S ;ll)c l l't:i lding lht: rCpllll s. ThL: ugc ndn w ill be
p11 hl i shcd t(J r 111 1.! ptlhli ~: tn ru v i t.:\V 111 1d xw l'l' is uv<li la llk 10 address c ollt..:l'l'll f; hc lill'c•
lilt..: II1 1JC i i ng r\lr o v~.;r II wed-:.. It will :tll ow th t~ Pl\'SS l u publi sh inl hrmul io n abuul
items or illl•:n;st p r iill' ltl t ht.: 11l l!l!l i ng . Th i s will lead (I I a hel tc r i nlimm ;;d ptthlic
1111 d Comntissl tll l <1 11d 111 1111'11 kad ((I lw tt ur ckcis1o n lll:tk ing .
ATTACIIM I,:NTS:
1\.t.:cp in tlltl ld tha t Wt.: huv u tlllpl l!ll l Ui ll t..:d ot hi..!r procudurcs to c 11h unc~
cn n11nun in11i n n ~ w ith lh c t.:ili1.cns si m:t.: lite on t: meet i ng sdH.:tl ulc \\'li S
i111pl c111 ent L:d, W e <li'C now vi d l!o lilpi11 g mee ti ng s ill ld pr o v i d i ug ~o:l ct.:tmnk
age nda s ll.1r I.'O illll liss i om;r~ In ll :iC nn ·it y provi ded il ,mk Ma 11agc mml 111 1W
l'I1 CO ll l'i1gl'!\ CO nlllli ssiolli.]I'S lo direc tl y sec~k ll ll SWCI'S n·om stal'l' il ' m:cd \XI. This
enl wm:us lilt.: response time wlwn g:llhur i 11g i11fill'lnl ll i llll t i ll' tucut i 11g p rupura lii ll lS.
N 11 hudgl't imp<1d.
Appro ve ( )rd i n<ln ~c No 5-14-6 1
Ordill:lllrl.! No . 5-H -6 1
ORDINANCE 5-14-61
AGENDA ITEM# 7H
JULY 14,2014
AN ORDINANCE OF THE CITY OF ATLANTIC BEACH, FLORIDA,
AMENDING CHAPTER 2 OF THE CODE OF ORDINANCES,
ADMINISTRATION, ARTICLE II, CITY COMMISSION, SEC. 2-16, TIME
AND PLACE OF REGULAR MEETINGS, TO PROVIDE FOR TWO (2)
REGULAR MEETINGS PER MONTH EXCEPT FOR DECEMBER AND
PROVIDING AN EFFECTIVE DATE.
BE IT ORDAINED BY THE CITY COMMISSION ON BEHALF OF THE PEOPLE OF
THE CITY OF ATLANTIC BEACH, FLORIDA:
SECTION 1: Sec.2-16 of the Code of Ordinances of the City of Atlantic Beach, Florida, is
hereby amended to read as follows:
Sec. 2 16. Time--aml--f»ace of regular meetings and scheduled vvorkshof*h
(a) Tho regular meetings of the city commission shall be held on the second Monday of each month.
(b) Scheduled workshops of the city commission shall be held as follows:
(1) In tho months of January through November, on the fourth Monday of the month.
(2) In the month of December, on the third Monday of the month.
(c) All regular meetings and scheduled workshops of the city commission shall be held in city hall at
6:30p.m.
(d) If tho second or fourth Monday falls on a holiday, tho regular meeting or scheduled workshop shall
be held on Tuesday immediately following the holiday.
Sec. 2-16 Time and place of Regular meetings.
The regular meetings of the city commission shall be held on the second and fourth
Mondays of each month, except December, in city hall, at 6:30 p.m. If the second or fourth
Monday falls on a holiday, the regular meeting shall be held on Tuesday immediately following
the holiday. In the month of December, the regular meeting shall be held on the second Monday
of the month.
SECTION 2. This ordinance shall take effect immediately upon its final passage and adoption.
PASS ED by the City Commission on first reading this __ day of ___ _
PASS ED by the City Commission on this second and final reading this __ day of __
ATTEST:
Donna L. Bartle, CMC
City Clerk
Approved as to form and correctness:
Rich Komando
City Attorney
Carolyn Woods
Mayor, Presiding Officer