Loading...
11-20-95 v Sc s MINUTES OF THE WORKSHOP MEETING OF ATLANTIC BEACH CITY COMMISSION HELD IN ADELE GRAGE COMMUNITY CENTER, 716 OCEAN BOULEVARD, AT 6:00 PM ON MONDAY NOVEMBER 20, 1995. The meeting was called to order at 6:10 pm by Commissioner Rosenbloom. Present at that time were Commissioners Meserve, Reed and Rosenbloom. (Commissioner Shaughnessy joined the meeting at 6:13 pm and Mayor Fletcher joined the meeting at 6:18 pm). Also present were Acting City Manager Jim Jarboe, City Attorney Alan Jensen, and City Clerk Maureen King. The meeting was held at the request of Commissioner Meserve who wished to clarify the relationship between the City Commission and city staff, and to get a better understanding of the role of the City Commission and City Manager. Commissioner Rosenbloom noted that there had been observations of micro managing and an adversarial relationship with staff and he inquired what the City Commission could do to improve the situation. Jim Jarboe indicated that the City of Jacksonville took action only by resolution or ordinance and he felt it would be beneficial to have motions and amendments in writing so that there would be more clarity of the action taken. It was also agreed to provide the new commissioners with a copy of the goals which had been established at the commission goal setting session in the spring. Jim Jarboe requested that commissioners request information through the City Manager. He explained that employees are put in an uncomfortable position if they receive instructions or requests from commissioners which may be in conflict with directions they had alrady received from their supervisors. He felt that by requesting all information through the City Manager, he could then make sure that complete information was provided, and it was agreed that information which was requested by any commissioner would be provided to all. Mr. Jarboe indicated that staff had been instructed to make sure that commissioners' requests were directed through the City Manager. Mr. Jarboe advised that in addition to the staff meeting which is currently held prior to commission meetings, he intended to also have staff meetings on Tuesday mornings following commission meetings. The purpose of these meetings would be to follow up on the actions taken at the commission meeting and make sure that commission policy is carried out. He indicated staff would be available the Friday prior to and the Monday of commission meetings to answer questions commissioners may have regarding the material in the agenda packets. Further discussion ensued and the Mayor made the following committee/liaison assignments: Commissioner Meserve - Awards Committee, Budget, and Navy liaison; Commissioner Reed - Donner Community Development Corporation and storm water; Commissioner Rosenbloom - Pension Board; Commissioner Shaughnessy - Northeast Florida League of Cities, Parks & Recreation, and Cultural Arts Board; and Mayor Fletcher - Beautification, Traffic and Parking, and Teen Council. Discussion ensued and Commissioner Rosenbloom indicated he had received several calls regarding water cut offs and inquired into the procedure to be followed in this regard. It was agreed this was an administrative matter and such inquiries should be referred to the City Manager. Page Two Minutes of Commission Workshop November 20, 1995 Commissioner Rosenbloom inquired regarding the procedure to be used to have matters placed on commission agendas and it was agreed that any commissioner could request that a matter be placed on the agenda for discussion or action. It was explained the City Clerk compiles the agenda and would be responsible for the placement of items on the agenda; the City Manager, however, determines what the issues were and whether the commission had received adequate information on which to base their decision. In further discussion Commissioner Shaughnessy expressed concern that if all information was requested and received through the City Manager, the information received could be "filtered." However, it was felt that by so doing, more complete information would be provided and it was also felt that as a courtesy to the City Manager, he should be informed of all contact with city staff. There being no further discussion the Mayor declared the meeting adjourned. r17Q2� ��) Mau en King City Clerk • 7 CITY OF ATLANTIC BEACH SPECIAL CALLED MEETING - NOVEMBER 20, 1995 AGENDA 1. Call to order 2. Adoption of Resolution No. 95-40 identifying those persons who are authorized to sign checks on behalf of the city 3. Adoption of Resolution No. 95-41 clarifying the role of the City Manager 4. Adoption of Resolution No. 95-42 approving budget adjustment to provide additional budget to complete the 16th Street dune overwalk project 5. Any other business Adjournment MINUTES OF THE SPECIAL CALLED MEETING OF ATLANTIC BEACH CITY COMMISSION HELD IN ADELE GRAGE COMMUNITY CENTER AT 7:00 PM ON MONDAY, NOVEMBER 20, 1995 1. Call to order The meeting was called to order by Mayor Fletcher. Present, in addition to the Mayor, were Commissioners Meserve, Reed, Rosenbloom, and Shaughnessy. Also present were Deputy City Manager Jim Jarboe, City Attorney Alan Jensen, and City Clerk Maureen King. 2. Adoption of Resolution No. 95-40 identifying those persons who are authorized to sign checks on behalf of the city The Mayor presented in full, in writing, Resolution No. 95-40, identifying Finance Director Ann B. Meuse, Acting City Manager James R. Jarboe, and City Clerk Maureen King as the individuals authorized to sign checks and other documents on behalf of the city. Commissioner Reed moved for adoption of Resolution No. 95-40. The motion was seconded by Commissioner Rosenbloom and was unanimously approved. 3. Adoption of Resolution No. 95-41 clarifying the role of the City Manager The Mayor presented in full, in writing, Resolution No. 95-41: A RESOLUTION OF THE CITY OF ATLANTIC BEACH, FLORIDA, CLARIFYING ITS POLICY ON THE ROLE OF THE CITY COMMISSION AND THE CITY MANAGER. Commissioner Rosenbloom moved for adoption of Resolution No. 95-41. The motion was seconded by Commissioner Meserve. Discussion ensued with reference to Section 3 of the resolution, and it was felt that in the event the City Manager found it necessary to temporarily halt the carrying out of commission policy, this information should be communicated to the City Commission as soon as possible. Following brief discussion, Commissioner Rosenbloom moved to amend Section 3 by inserting after the first sentence, a second sentence which would read as follows: "Upon doing so, the City Manager must then communicate forthwith with all commissioners, in writing, the specific action taken, with an explanation thereof," and substitute the word "action" in place of the word "concern" in the last sentence, and add to the sentence the words "for discussion or action." The motion was seconded by Commissioner Meserve and carried unanimously. Commissioner Shaughnessy referred to Section 6 of the Resolution and expressed concern that the requested information may not be given to commissioners in a timely manner. Following further discussion, Commissioner Meserve moved to amend the third line of Section 6 to require that all needed information must be requested through the City Manager. The motion was seconded by Commissioner Rosenbloom, and following brief discussion, the amendment was unanimously approved. The question was then called on the motion to adopt Resolution 95-41, as amended, and the motion carried unanimously. Page Two Minutes - November 20, 1995 In further discussion, it was felt that motions and amendments should be in writing where possible and the Mayor encouraged commissioners to request a recess, if necessary, to write out their thoughts so that the intent of their motions and amendments would be clear. 4. Adoption of Resolution No. 95-42 approving budget adjustment to provide additional budget to complete the 16th Street dune overwalk project Mayor Fletcher presented in full, in writing, Resolution No. 95-42 authorizing a budget adjustment to provide an additional $3,500 to complete the 16th Street dune overwalk project. Commissioner Rosenbloom moved for adoption of Resolution No. 95-42. The motion was seconded by Commissioner Reed. Commissioner Rosenbloom inquired regarding how the project would be completed and Public Works Director Bob Kosoy indicated that Mrs. Gay had canceled an appointment to meet and discuss the project and he had been unable to contact her to reschedule the appointment. Jim Jarboe indicated that it was unclear whether the additional $3,500.00 which had been approved by the City Commission at the previous meeting, was for materials only or whether this figure also included labor costs. It was felt previous authorizations had not included the labor costs and the $3,500.00 had been intended for materials only. Discussion ensued regarding whether the fence would encroach on private property if the boards were relocated so that the smooth side of the fence would face Mrs. Gay's property and Public Works Director Bob Kosoy indicated that further work would not be undertaken until that question was resolved. Commissioner Rosenbloom inquired regarding who would be responsible for purchasing and planting shrubbery and Jim Jarboe indicated that the cost of plants had not been included. Commissioner Rosenbloom inquired regarding the status of the existing concrete wall on the Gay's property and Mr. Jarboe explained that the wall in question was on private property and had not been included in the project. In further discussion, Commissioner Meserve pointed out the City Commission had approved the project with certain conditions, at the previous meeting, and the Mayor pointed out the only action required this evening was to approve the budget adjustment to provide funding for the project. The question was called and the motion to adopt Resolution No. 95-42 was unanimously approved. Page Three Minutes - November 20, 1995 5. Any other business Jim Jarboe reported... (1) the city would not do water service cut-offs until after the Thanksgiving Day holiday and similarly at Christmas, cut-offs would not be made until after the holidays. (2) the audit had been completed and the auditors had indicated the city's finances were in exceptionally good shape. There remained just one question in connection with Community Development Block Grant funds to be resolved. (3)the water plant and well would be on the next agenda and staff would be available before the next meeting to go over any questions the commissioners may have. There being no further business to come before the City Commission, the Mayor declared the meeting adjourned. Lyman T. Fletcher Mayor/Presiding Officer ATTEST: Maur en King J City C erk