Item 1A- Public Meeting Minutes 3-9-17Item 1A
April 10, 2017
CITY OF ATLANTIC BEACH
PUBLIC MEETING
BETWEEN MAYOR REEVES AND COMMISSIONER STINSON
COMMISSION CHAMBER
March 9, 2017, 9:00A.M.
IN ATTENDANCE:
Mitchell E. Reeves, Mayor
John Stinson, Commissioner
Kevin Hogencamp, City Manager
Donna L. Bartle, City Clerk
This meeting which was held for the purpose of discussing the Board Member Review Committee
and all other City Boards and Committees regarding topics pertaining to membership,
recruitment, duties and responsibilities, orientation, training, retention, and recognition was called
to order at 9:03a.m.
Commissioner Stinson explained that the Board Member Review Committee (BMRC) would
like to interview candidates for the BMRC and make recommendations to the Mayor and
asked for his input. Mayor Reeves spoke in favor of the change. Commissioner Stinson
agreed to advise the Committee. There was a discussion about current applicants, potential
applicants and recruitment.
Commissioner Stinson gave an overview of the various recommendations made to date by
the BMRC and the composite group of chairs and liaisons participating in the efforts to
improve the process of recruitment, training and retention of board and committee
members. He reported their ideas to 1) Restructure expiration terms so that all openings
are appointed to begin on January 1 of every year, but maintain the alternation of expiration,
2) Create a campaign drive and marketing materials to focus on recruitment during the
third quarter, 3) Interview, make recommendations, and bring recommendations to the
Commission for appointment during the beginning of the fourth quarter, and 4) Train new
members during November and December.
There was a discussion about the process needed to implement the recommended changes,
the need to obtain input from City Attorney Durden, standardizing boards to include
alternates, the process to address attendance issues, and clarifying the alternate member
positions to allow them to fill in any time a member is absent.
Commissioner Stinson reported on the idea to contact Rena Coughlin, Chief Executive
Officer of the Nonprofit Center of Northeast Florida to help develop an evaluation tool to
utilize for evaluating members. Mayor Reeves expressed the importance to educate
applicants and members about the board/ committee roles and responsibilities.
Discussion ensued about ways to improve recruitment and convey expectations and the
importance of creating informational pamphlets and training members. Mayor Reeves
recommended that the BMRC Chair write a letter to the applicants that were interviewed,
but not selected, notifying them about the Committee's recommendation and the status of
their application. Commissioner Stinson reported that he and City Clerk Bartle recognized
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April 10, 2017
the need as well. He explained his intent to draft a letter for the successful applicants and
for the unsuccessful applicants and go through the City Clerk to get Mayor Reeves' opinion
about it.
Mayor Reeves commented about the need to recognize board and committee members.
Commissioner Stinson explained his plan to recognize Kirk Hansen, Jerry Johnson and Sol
Brotman for serving until they were termed out.
Commissioner Stinson reported that there is interest from the boards and committees to go
before the City Commission and give a Committee Report.
Discussion ensued about adding language to all public notices that would protect the City
on instances when two or more members of the same board attend meetings. City Clerk
Bartle reported that she, Mr. Hogencamp and Ms. Durden discussed the topic after the Ethics
Training and plans to make those changes to public notices.
Mayor Reeves recommended that every board and committee have a set meeting schedule
which is published annually, that no two boards or committees can meet at the same time
and that the responsibilities of staff liaisons be defined.
Discussion ensued about the recommendations, the importance of structuring meeting
schedules, holding a Commission workshop to discuss the Committee's final report in July,
budgeting for expenses in connection with the recommended program, and transitioning
into restructured terms.
Mr. Hogencamp spoke in support of improving education, training, and recruitment of
board/committee members and correcting deficiencies with staff involvement. He believes
what they are doing is transformational and wants to do whatever he can to help.
Commissioner Stinson asked whether Mr. Hogencamp would support providing city email
addresses for Board and Committee members. Mr. Hogencamp requested time to allow him
to give it close consideration. Mayor Reeves expressed his desire for the City to educate
citizens by conducting a civics class. Mr. Hogencamp explained that it would be the role of
City Administration to conduct those classes and that he has experience in it.
There was a lengthy discussion about how to handle future and current vacancies on the
Board Member Review Committee. It was agreed that for now, they follow the normal
process with the Mayor making the recommendations. During discussion, it was
determined that Mayor Reeves needed more time to evaluate applications and if the
appointments were not made by the March 27th meeting, the BMRC would be without a
quorum. A decision was made to have Commissioner Stinson make a Committee Report at
the March 27, 2017 Commission Meeting and have Mayor Reeves recommend the
appointment of members to the BMRC atthe April 10th Commission Meeting. Commissioner
Stinson reiterated his plans to recognize Kirk Hansen, Jerry Johnson and Sol Brotman at the
March 27, 2017 Commission Meeting.
There was a discussion about the process needed to create a committee. Mayor Reeves
requested that Ms. Bartle look into the requirements and let him know.
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April 10, 2017
Mayor Reeves thanked Commissioner Stinson for his work on the BMRC and he mentioned
his intent to put a hold on the money given to organizations until a better process is
established.
Mayor Reeves opened the floor for public comments.
Chris Jorgensen, 92 West Third Street, thanked Commissioner Stinson for calling this
meeting and for the other meetings he has had relating to these matters. He stated he looks
forward to a workshop.
Mark Tingen, 1198 Sandpiper Lane E., expressed the importance for citizens to receive
updates and status reports on pending matters.
The meeting was adjourned at 10:15 a.m.
Donna L. Bartle
City Clerk
Minutes-March 9, 2017
Mitchell E. Reeves
Mayor
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