11-01-17 Minutes Commission Roundtable -vCITY OF ATLANTIC BEACH
MINUTES OF mE ROUNDTABLE MEETING
HELD AT COMMISSION CHAMBER
NOVEMBER 1, 2017
IN ATTENDANCE:
Ellen Glasser, Mayor-Elect
Candace Kelly, Commissioner-Elect
Brittany Norris, Commissioner-Elect
John Stinson, Commissioner
Blythe Waters, Commissioner
Brenna Durden, City Attorney
Joe Gerrity, City Manager
Donna Bartle, City Clerk
Yvonne Calverley, Executive Assistant
Joanie Bowman, Recording Secretary
Call to Order
Commissioner Stinson called the meeting to order at 10:03 a.m. and explained the meeting is
being livestreamed. He turned the meeting over to Mayor-Elect Glasser.
Mayor-Elect Glasser welcomed everyone and explained the purpose of the meeting. She
explained her schedule and inquired about the time constraints for each Commissioner in order
to plan for future meetings. Each Commissioner reported the following:
Mayor Glasser teaches on Tuesdays and Thursdays and is available most of the other times.
Commissioner Norris works a full-time job, prefers midday meetings or evenings. Commissioner
Kelly is quite flexible and prefers not to have Friday morning meetings. Commissioner Stinson
is wide open on Tuesdays and Thursdays; Mondays and Wednesdays are difficult; and Fridays
depend on weekend commitments.
1) Courtesy of the Floor to Visitors
Mayor-Elect Glasser opened the Courtesy of the Floor to Visitors. No one wished to speak.
2) Discussion on the following topics:
A. Order of meetings
Mayor Elect -Glasser stated the order ofthe City Commission meeting is dictated by an ordinance
and has been followed pretty strictly. She questioned whether the Mayor has the prerogative of
moving items out of order in the meeting. City Attorney Durden explained you can change the
order on an ad hoc basis. Mayor Glasser expressed a desire to see the City Manager's Report at
the beginning of the meeting and before Courtesy of the Floor as well as any special requests
from the Commissioners moved up on the agenda.
City Attorney further explained you can change the order on an ad hoc basis, but if the changes
become a standard practice for the meetings then a change to the ordinance is needed.
City Manager Gerrity stated he would like a little bit more flexibility in the way we present our
meeting agendas. ·
Commissioner Kelly explained the benefits of placing the Weekly Reports on the City's website
and attaching it to the agenda. Commissioner Stinson explained why he believes Courtesy of
the Floor should remain at the beginning of the meeting and explained the need to have
supporting documentation with items you place on the agenda so citizens can comment on it.
Commissioner Norris agreed with keeping Courtesy of the Floor first and possibly moving the
City Manager Report between Unfinished Business and Consent Agenda. She was not in favor
of moving Commissioner Reports up. Discussion ensued about building a process that would
provide flexibility to the order of the agenda and demonstrate transparency. It was agreed that
they would try moving items on an ad hoc basis for a few meetings to see how well the changes
work before doing an ordinance change.
B. Length of meetings
Mayor-Elect Glasser stated the City Commission meeting time is set by ordinance and inquired
if anyone would like to see a change to the meeting start time and also have a cut-offtime. She
suggested the meeting time start at 6:00 p.m. rather than 6:30 p.m.
A discussion ensued regarding the meeting schedule, length of the meeting, and the benefits of
being prepared for the meetings in order to cut down on discussion time. Commissioner Stinson
distributed and explained his staff report from November 2016 (which is attached and made part
ofthis official record as Attachment A) recommending a process that would let their time dictate
the material, not the subject matter dictate the time. They discussed his recommendations and
setting an ending time for Commission meetings. During discussion, it was agreed their desire
is to end the meetings no later than 10:00 p.m. Mayor Glasser asked what action is needed to
make that happen.
City Attorney Durden explained that an announcement is appropriate as long as it is a general
desire to end the meetings by 10:00 p.m, but not formalized. There is nothing in our code about
it. She spoke about possibly shortening the amount of time each Commissioner has to speak on
a topic. She explained that if they decide to formalize any of the changes, they should make
ordinance changes.
Further discussion ensued about how to announce the ending time. Ms. Durden cautioned the
Commission about putting an ending time on the Notice while the rule is not formalized.
Commissioner Norris spoke about putting their desires in a pledge. They agreed with the idea
of a pledge and Commissioner Norris agreed to prepare one and send it to Ms. Durden to review.
C. Mayor Pro Tern
Mayor-Elect Glasser stated by Charter the members of the Commission appoint the Mayor Pro
Tem and inquired how this was done in the past.
Minutes ofthe Roundtable Meeting-November 1, 2017 Page 2 of6
Commissioner Stinson explained how Mayor Reeves handled the appointment and confirmed
that the Commission voted on it.
Commissioner-Elect Kelly inquired about the duties of a Mayor Pro-Tern.
Commissioner Stinson stated the Mayor Pro-Tem stands in for the Mayor in his absence and
assumes the role and responsibility in regards to emergency management and a few other things
that are all dictated by ordinance. He explained there are times that the staff may need to turn to
the Mayor Pro-Tern rather than the Mayor for questions and direction. He advised that the Mayor
Pro-Tem also chairs the Parking and Pedestrian Safety Advisory Resource Committee.
Mayor-Elect Glasser stated there are two logical choices and those are the people with
experience. She commended Commissioner Stinson for the leadership role that he has taken as
Mayor Pro-Tern.
There was a discussion about making the nomination at the Commission Meeting. Mayor-Elect
Glasser explained she will likely convene with separate public meetings with Commissioners
Stinson and Waters and move from there.
Mayor Elect Glasser noted that regardless of how this works out, she needs Commissioner
Stinson to remain on the Parking and Pedestrian Safety Resource Advisory Committee and will
have to address it at the proper time. City Attorney Durden confirmed that the Resolution
creating the Committee can be modified if necessary.
D. Public comment
Mayor-Elect Glasser inquired about whether there is a desire to shorten the amount of public
comment when there are a large number of speakers. Discussion ensued about managing the
length of the meetings, adjusting the time limits, and when speaker forms should be turned in.
City Attorney explained a law that was adopted in 2014 under Chapter 286 that requires that
local governments provide a reasonable opportunity to be heard on any matter that you take up.
There is also case law in regards to Courtesy of the Floor which is basically this Commission
opens and provides a forum for anyone to say anything that they want to say. She stated anytime
the Commission votes on something, there should be an opportunity to speak on that. She
reported we do not currently have a rule. She recommended the City formerly adopt a rule for
public comment and explained that the Statute provides that if the local government adopts a
rule, then there is a presumption of compliance with the Statute. She noted the importance of
that in litigation. City Attorney Durden requested that the Commission take up a proposed rule
for public comment and possibly have a roundtable meeting to discuss and give input on how to
proceed.
After further discussion, they decided they would hold a roundtable meeting to discuss a rule
regarding public comment and continue with the current method for public comment in the
meantime.
Minutes ofthe Roundtable Meeting-November 1, 2017 Page 3 of6
E. Committee liaison/reports
Mayor-Elect Glasser stated it would be helpful if the Commission was in better touch with the
work of the Committees and explained her idea about boards and committees having a
Commissioner liaison. Discussion ensued about the concept, their interest in the various boards
and committees and the important of having boards and committees provide their minutes to the
Commissioner liaison and give reports at Commission meetings. Mayor-Elect Glasser tabled
this agenda item to be discussed at a future Roundtable meeting.
F. Setting a regular meeting time for workshops/town halls/public meetings
Mayor-Elect Glasser spoke about Town Hall meetings being held quarterly and stated in order
to make things run more efficiently suggested they create a placeholder for a
workshops/roundtable on a regular basis for easier scheduling.
There was a brief discussion about setting a standing time slot and assigning topics to be
discussed.
Mayor-Elect Glasser tabled this item for a future Roundtable meeting.
G. Prayer
Mayor-Elect Glasser addressed the prayer and invocation stating there is a separation of Church
and State. The invocation is before the Call to Order. She inquired if the Commission wanted
to continue to rotate this and would personally like to bring in other people to do it for her.
City Attorney Durden handed out a copy of a letter (which is attached and made part of this
official record as Attachment B) for the group to take into consideration before any decision is
made.
Mayor-Elect Glasser stated the prayer should be a nonsectarian prayer. She stated she would like
to have the community engaged in the invocation for example, having faith leaders or youth
come in and present.
Mayor-Elect Glasser tabled this for discussion at a future Roundtable Meeting.
II. ~ewsletter
Mayor-Elect Glasser spoke about the articles the Commissioners author in the newsletter that
comes in the utility bill and understands it has been difficult to submit these on a timely basis.
She inquired whether they want to continue doing that and stated she would personally like to
see new staff members introduced in the newsletter and have Commissioners highlight things
going on in their districts.
Commissioner Norris explained she would like to discontinue the letters from Commissioners
and focus more on introducing new staff members and speaking to issues that currently affect
Atlantic Beach.
Minutes ofthe Roundtable Meeting-November 1, 2017 Page4of6
City Manager Gerrity recommended the Commissioners submit an article once a year, instead
of twice, and fill in the rest with letters from staff members.
Deputy City Manager Hogencamp agreed with the City Manager's recommendation.
Mayor-Elect suggested discussing this in more detail at the next Roundtable meeting.
(Item 3 was taken out of sequence and addressed at this time.)
3) City Manager Comments
City Manager Gerrity stated they have a lot of work to do and have several ordinances that need
to be reviewed and rewritten and wants to bring some revisions to the Land Development Code.
He stated he has been working on drainage issues for the last 2 ~months since he was hired. He
explained that it is a constant battle and with the re-development that the City is experiencing is
only going to get worse. He stated there will be a change in the Land Development Code that
restricts the amount of pervious/impervious surface and takes some of the discretion out of it
making it more black and white. He stated they need to set up a public Workshop to go over the
Stormwater Master Plan before the end of the year.
The decision was made to have a one-hour Roundtable Meeting on November 15th at 4:30p.m.
to continue the discussions on items that were tabled.
I. Identifying issues of importance in the short term for each commissioner.
Commissioner Stinson explained the importance of this item and requested that each
Commission report their list.
Commissioner Stinson reported he would like to spend the next year scrutinizing the pension
and the performance of the pension and realistic parameters. He explained that a year ago the
U.S. Navy at Mayport asked the City to assign a liaison for them to interact with and he would
like to explore that opportunity. He spoke about the importance of topics such as the CRA,
parking, the Cloister dispute and outdoor storage for Section H Mayport Road Business Overlay
District.
Commissioner-Elect Kelly reported she IS interested in the parking Issue, emergency
preparedness and stormwater.
Commissioner-Elect Norris reported she is interested in the CRA, outside storage in the Mayport
Road Business Overlay District, various issues relating to the Mayport Corridor and proactivity
in emergency planning for storms and issues with the Military base.
Mayor-Elect Glasser distributed and explained her handout (which is attached and made part of
this official record as Attachment C). She believes as part ofthe strategic planning for the City,
they should have a clear mission for what they want to do. She is interested in the CRA,
following up on FEMA reimbursement, youth in this community, parking, Mayport Road speed
limit, and permitting for the 24/7 Gate Station. She stated she looks forward to Strategic
Planning.
Minutes ofthe Roundtable Meeting-November I, 2017 Page 5 of6
City Clerk Bartle reminded the Commission that their photos will be taken Monday, November
13, 2017. Executive Assistant Yvonne Calverley stated everyone needs to arrive at 5:15p.m.
they will take an individual photo first and a group photo will follow.
Adjournment
There being no further discussion, Commissioner Stinson declared the meeting adjourned at 12: 17 p.m.
ATTEST:
Mayor/Presiding Officer
Donna L. Bartle, CMC
City Clerk
Minutes ofthe Roundtable Meeting-November 1, 2017 Page 6 of6
ATTACHMENT A
11-1-17 Minutes
CITY OF ATLANTIC BEACH
COMMISSIONER ROUND TABLE DISCUSSION
10th ofNOVEMBER2016
AGENDA
1) Commission Monthly Round Table Meetings (2:00pm-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 7 6:30-6:35pm
Courtesy of the Floor 7 6:35-7:35pm
Unfinished Business ? 7:35-8:35pm
Consent Agenda 7 8:35-8:40pm
Committee Reports ? 8:40 -8:45 pm
Action on Resolutions &
Ordinances
7 8:45 -9:00pm
Misc. Business [Discussion) 7 9:00-9:30pm
City Manager Reports 7 Written
Commissioner Reports J
Requests
7 Written
Adjourn 77? 9:30pm
c) Table Comments:
i) Courtesy of the Floor:
ATTACHMENT A
11-1-17 Minutes
(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 ofbusiness;
(2) Address questions regarding Consent Agenda items with the staff prior;
(3) Items pulled from the ConsentAgenda 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 r~quired, 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.
ATTACHMENT A
11-1-17 Minutes
Roberts Rules of Order
1) Agenda
a) The agenda belongs to the body ofthe 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·majorityvote 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 ofthe meeting.
••
ATTACHMENT B
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P.O. BOX 750 • MADISON, WI 53701 ' (608) 256-8900 'WWW.FFRF.ORG
June 1, 2017
SENT VIA EMAIL & U.S. MAIL
plewis@greencovesprings.com
The Honorable Pam Lewis
Mayor of Green Cove Spring City
321 Walnut St.
Green Cove Springs, FL 32043
Re: Unconstitutional invocation practices
Dear Mayor Lewis:
I am writing on behalf of the Freedom From Religion Foundation (FFRF) regarding a
constitutional violation occurring in Green Cove Springs. We were contacted by a concerned .
constituent of yours about the matter. FFRF is a national nonprofit organization with over 29,000
meml;Jers across the country, including more than 1,400 members in Florida, and a state chapter,
the Central Florida Freetliought Community. Our pruposes are to protect the constitutional
principle of separation between state and church, and to represent the views offreethinkers
(atheists, agnostics, and nonbelievers).
It is our understanding that members ofthe Green Cove Springs City Council open meetings
with an invocation which always includes explicitly Christian language such as "in Jesus's
name" and "in Christ's name." Our complainant reports that "all present are asked to join hands,
bow theil' hands, as the invocator prays to Christ, after which all say 'Amen'." On at least one
occasion the Council requested that emergency responders and theil' families in the audience
come up to where they were standing in order to participate. Lastly, council members lead the
prayer themselves after calling the meeting into session, and d? sp vyhile facing the audience.
Prayer at government meetings is unnecessary, inappropriate, and divisive. The best solution is
to discontinue .invocations altogether. Green Cove Springs City Council Members members are
free to pray privately or to worship on theil' own time .in their own way. They do not need to
worship on taxpayers' time. The City Council ought not to lend its power and prestige to religion
by scheduling, hosting or conducting governmental prayers. Citizens, ii:tcluding Green Cove
Springs's nonreligious citizens, are compelled to come before you on important civic matters, to
seek licenses and permits and to participate in impmtant decisions affecting their livelihoods,
property, children, and quality oflife. The prayers exclude the 23% ofAmericans who are not
religious.1 It is coercive, embarrassing and intimidating for nonreligious citizens to be required to
malCE} a public showing oftheir nonbelief (by not rising OT praying) or else to display deference
1 America's Changing Religious Landscape, PEW RESEARCH CENTER (May 12, 2015), available at
www.pewforum.org/2015/05/12/americas-changing-reiigious-landscape/.
1
Dan Barker and Annie Laur~e Gaylor, Co-Presidents
ATTACHMENT B
11-1-17 Minutes
o":• I
they .might unite in recommendations of any sort whatever, in the same manner as any
other individuals might do. Id.
..
Observing a strict separation of church and state offends nobody, includes everybody, and
honors not only the First Amendment, but also the very tenets being prqfessed during the city
council's prayers. Christians who know their bible are fa.rrriliar with the biblical injunction of
Jesus in the Sermon on the Mount, condemning public prayer as hypocrisy. "And when thou
prayest, thou shalt not be as the hypocrites are: for they love to pray standing in the synagogues
and in the comers of the streets, that they may be seen of men. Verily I say unto you, They have
their reward. But thou, when thou prayest, enter into thy closet, and when thou hast shut the
door, pray to thy Father which is in secret; and thy Father which seeth in secret shall reward thee
openly." Matthew 6:5-6.
In or(j.er to demonstrate the GCSCC's respect for the diverse range ofreligious and nonreligious
citizens living.in Green Cove Springs, we urge you to concentrate on civil matters and leave
religion to the private conscience of each individual by ending the practice of hosting prayers at
your meetings. Please inform us in writing ofthe steps you are taking to resolve this matter. ·
Sill~~
Andrew Seidel
StaffAttorney
AS:dchh
3
ATTACHMENT C
11-1-17 Minutes
1\1ission & Vision
Ellen Glasser
Mission
• Protect, preserve and improve Atlantic Beach for our future
Vision
Provide a safe, family-oriented community
o Deliver effective and efficient customer service
Enhance public spaces and tree canopy·
• Promote art, culture, history, and recreation
• Manage growth while balancing business & resident concerns
o Plan strategically as a beach and marsh community
o Promote inclusiveness through neighborhood connections
• Strengthen local brand as military-friendly town