11-1-17 Handout Commissioner Stinson/1 -/ -1'7 /(/'2
CITY OF ATLANTIC BEACH
COMMISSIONER ROUND TABLE DISCUSSION
10th of NOVEMBER 2016
AGENDA
1) Commission Monthly Round Table Meetings (2:00 pm - 2:15 pm)
a) Background:
i) Monthly Commission round table meetings, voluntary in participation
requirements, are seen as a viable tool to streamline and improve the efficiency
of regularly scheduled City Commission meetings (See Agenda Item No. 4
below). Round table discussions allow Commissioners to more adequately and
openly discuss difference of opinions, to ethically rely on the expertise of fellow
Commission members, and to brainstorm as a group with City staff on ideas and
proposals desired by the residents and staff that otherwise may not have a
readily identifiable compromise to solution.
b) Recommendation: The Commission would meet Friday following the first regularly
scheduled Commission meeting of each month for the next four months to evaluate
the effectiveness of monthly round table meetings.
2) Procedures for Agendas & Commission Meetings (2:15 - 2:45)
a) Background:
i) Regularly scheduled City Commission meetings for many reasons tend to run
late into the evenings. This extended schedule disenfranchises and discourages
residents from attendance and even from watching live stream videos. Agenda
items, at times, are moved up or down in the agenda order, making it difficult for
any interested party to stay on topic. In any business seminar, event or
conference, agendas include time schedules that are strictly observed in the
essence of efficiency.
b) Comparison Table
Agenda
Current
Proposed
Invocation & Pledge
?
6:30 - 6:35 pm
Courtesy of the Floor
?
6:35 - 7:35 pm
Unfinished Business
?
7:35 - 8:35 pm
Consent Agenda
?
8:35 - 8:40 pm
Committee Reports
?
8:40 - 8:45 pm
Action on Resolutions &
Ordinances
?
8:45 - 9:00 pm
Misc. Business (Discussion)
?
9:00 - 9:30 pm
City Manager Reports
?
Written
Commissioner Reports /
Requests
?
Written
Adjourn
???
9:30 pm
c) Table Comments:
i) Courtesy of the Floor:
(1) Speaker time contingent in the number of speaker request forms submitted;
(a) Minimum of 3 minutes, maximum of 5 minutes;
(b) Time schedule extended if the number of speaker request forms exceeds
20.
ii) Unfinished Business:
(1) Maximum of (6) items allowed;
(2) Prioritized;
(3) If time expires, all unaddressed items moved to the next meeting agenda.
iii) Consent Agenda:
(1) The Consent Agenda purpose is to formally address routine matters in the
normal course of business;
(2) Address questions regarding Consent Agenda items with the staff prior;
(3) Items pulled from the Consent Agenda moved to the next meeting agenda
and placed in unfinished business.
iv) Committee Reports:
(1) Maximum of (1) committee report per Commission meeting;
(2) Questions addressed and answered in follow up communications by staff;
v) Action on Resolutions and Ordinances:
(1) "Action" implies a vote, not a discussion;
(2) If discussion, questions or other information is required, move to the next
meeting agenda under unfinished business;
(3) Postponement or tabling provides the time necessary to obtain necessary
facts to cast a vote.
vi) Miscellaneous Business (Discussion)
(1) Mayor, four Commissioners, City Attorney, City Clerk, City Manager;
(2) Approx. four minutes each;
(3) Monthly round table meetings proposed above would be more appropriate
time to discuss these items;
(4) Use this time to make colleagues aware of a pending matter.
d) City Attorney, City Clerk, City Manager reports, Commissioner reports and requests:
i) Written;
ii) Follow up by anyone needing more data.
e) Adjourn.
Roberts Rules of Order
1) Agenda
a) The agenda belongs to the body of the Commission.
b) The agenda presented is only a draft.
c) The draft agenda should be accepted as presented, unless a member wishes
to make modification, by a majority vote or consensus.
d) Subject to notice provisions, any change to the agenda that would add a new
item to the agenda requires a majority vote of the Commission.
e) Any member may remove an item placed on the agenda by that member
without approval by the Commission.
2) Speaking
a) Speakers must be recognized by the Chair to obtain the floor.
b) Speakers should address their remarks to the chair.
c) Do not respond to visitors during Courtesy of the Floor.
d) Refrain from making comments that could be considered a personal attack.
e) Members making a motion have the right to speak first.
f) A member making a motion cannot argue against his or her own motion.
g) No member may speak a second time until every member has had
opportunity to speak once.
h) Debate may not commence until a matter has been presented by motion, and
confirmed by a second.
3) Motions
a) Motions should be clear, concise and unambiguous.
b) Motions should be presented to the Clerk in written form if the maker is not
adopting a staff recommendation, the motion is very short, or the motion is
clearly understood by the Commission.
c) Motions should be confined to one question.
4) Voting
a) Voice vote on most questions.
b) Roll call or "Division" vote used in instances where there may be a question
as to the outcome of a vote.
Observations:
Conduct the invocation and Pledge of Allegiance prior to the start of the meeting.
Be prepared for the meeting by having read the entire agenda packet and addressed
questions to City staff prior to the start of the meeting.