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3-8-16 Workshop Minutes MINUTES OF WORKSHOP OF ATLANTIC BEACH CITY COMMISSION HELD ON MARCH 8, 2016 PRESENT: Mayor Mitchell E. Reeves Commissioner Mitch Harding(left the meeting at 10:00 a.m.) Commissioner John Stinson Commissioner Jimmy Hill ALSO: Nelson Van Liere, City Manager Cathy Berry, Human Resources Director Nancy E. Bailey, Recording Secretary Mayor Reeves called the meeting to order at 9:03 a.m. in the North Conference Room. He asked the visitors to state their names and addresses. In attendance were Chris Jorgensen, 92 W. 3rd Street and Patrick Krechowski, 2245 Barefoot Trace(of Gray Robinson). Mayor Reeves explained the reason for the meeting and asked that the Commissioners consider how they can think differently about legal fees. Discussion ensued. Commissioner Hill asked that they look at what other cities are doing. Commissioner Harding asked if the fee proposals from the firms are negotiable. Mayor Reeves stated yes. The question of whether the City Attorney needs to attend Commission meetings was discussed. Commissioner Stinson asked for clarification on the chart related to retainer vs. hourly rates, which Mr. Van Liere explained. Commissioner Stinson stated they need to determine how many hours they will be using the attorney. Mayor Reeves asked Mr. Van Liere to prepare a spreadsheet of what we have used in the past and an estimated budget of what we will need. Ms. Berry suggested removing some items from the RFP. Discussion ensued. Mayor Reeves stated they have to make a decision about the law firm tonight, but also need to have a decision on the negotiations by the meeting on the 14th. Commissioner Stinson stated he likes the hourly rate because you can control cost. Mr. Van Liere stated the Commission, as a group, should direct the City Attorney, rather than doing so individually. Mayor Reeves stated after they make their decision tonight, he would like them to decide what their next step is. Commissioner Hill stated he would prefer having a small retainer,then go to hourly. Further discussion ensued. Commissioner Stinson stated the liability insurance company can take some of the issues. Commissioner Harding was concerned about how many hours are built into the retainer and what will be charged on top of that. Commissioner Hill stated they need a consensus before entering into a constitutional issue. Mr. Van Liere agreed, reiterating the attorney needs to take direction from the group. Commissioner Stinson stated they need to get detailed billing from whatever law firm they decide on. Ms. Berry stated tonight they are ranking the firms and will then negotiate with number one and if that fails the City Manager will negotiate with number two. Discussion ensued. Commissioner Hill expressed concern about the process. Mr. Van Liere clarified that he is to negotiate with the number one candidate and bring the best deal back to the Commission and if the Commission doesn't accept it, he will then go to the number two candidate and negotiate with them. Discussion about the procedures for the meeting tonight ensued. Ms. Berry clarified the proposed agenda. Further discussion ensued. Ms. Berry stated she will provide the Commission with a blank recommended motion for tonight's vote. Adjournment There being no further discussion by the City Commission, Mayor Reeves declared the meeting adjourned at 10:28 a.m. ATTEST Mitchell E. Reeves 49/1.44-it Crga4,, J Mayor/Presiding Officer Donna L. Bartle, CMC K� _� City Clerk -2-