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Item 1B- Draft Minutes- Roundtable 11-10-16IN ATTENDANCE: CITY OF ATLANTIC BEACH MINUTES OF THE ROUNDTABLE MEETING HELD AT COMMISSION CHAMBER NOVEMBER 10, 2016 Mitchell E. Reeves, Mayor Jimmy Hill, Commissioner John Stinson, Commissioner AGENDA ITEM 18 DECEMBER 12, 2016 Mike Bomo, Co-Chair of Beautification & Natural Resource Preservation Advisory Committee Suzanne Shaughnessy, Co-Chair of Beautification & Natural Resource Preservation Advisory Committee Nelson VanLiere, City Manager Drew De Candis, Community Development Director Debbie White, Code Enforcement Officer Donna L.. Bartle, City Clerk Commissioner Stinson called the meeting to order at 1:30 p.m. He explained that at the roundtable meeting held on November 8, 2016 and during discussion on the appointment process to the Board Member Review Committee, the topic of using magistrates rather than citizen boards was mentioned briefly. Since the idea was not a topic of the meeting notice posted and publicized, this topic was not discussed and became the originating reason for this roundtable meeting. Special Magistrates Commissioner Stinson explained his opinion about magistrates for Code Enforcement, stating he does not like it because it takes the humanistic side of it out and makes it more of a judicial process. He understands using a Special Magistrate could mean less administrative work for the City and with a Code Enforcement Board, there could be a potential for conflict between neighbors. He stated he wanted to hear from staff about their idea of a Special Magistrate. Community Director Drew De Can dis explained they put together information about the Special Magistrate. Code Enforcement Officer Debbie White stated she does not have a problem with the Code Enforcement Board noting they are doing a fine job. She explained her experience with both a Code Enforcement Board and a Special Magistrate and her preference is a Special Magistrate. She believes a Special Magistrate is more professional, more consistent, no emotions involved, better" process with less paperwork, no need for a quorum or filling vacancies, streamlines the process, and no learning curve. Ms. White reiterated that she does not have a problem with the Code Enforcement Board, but she has done both and can assure you that the Special Magistrate works much better. She explained how Special Magistrates are less expensive for the City. There was a discussion on whether the idea to have the meetings during the day would be a problem. Ms. White stated the meetings are currently held at night to accommodate the Board, not the violator. Commissioner Hill arrived at 1:35 p.m. Commissioner Stinson explained to Commissioner Hill why the meeting was called today. Discussion ensued about the hearing process for Special Magistrates and Code Enforcement Boards and the advantages and disadvantages. Mayor Reeves explained why he put the topic on the Commission agenda for consideration. He explained that a lot of cities are going with a Special Magistrate instead of a Board and he believes it makes the process run smoother and can cost less. He explained the potential of putting neighbor against neighbor when a Code Enforcement Board is used. Mayor Reeves explained that he spoke to the City Manager and if we continue to keep the Code Enforcement Board, we will need look at our ordinances regarding what authority the Board has to reduce fines. He gave examples of situations where fines where reduced. He mentioned asking a question during a Budget Workshop about how much money was taken in from Code Enforcement and the answer was zero because the City has no numbers. He also AGENDA ITEM lB DECEMBER 12, 2016 explained the other reason for a Special Magistrate is for human relations hearings. If we ever have a complaint filed, we only have thirty-days to find a Special Magistrate and hear the case. Commissioner Hill believed the same person could be the Special Magistrate for dangerous dog, human relations and code enforcement hearings, but believes the Special Magistrate for code enforcement should be an extra layer instead of replacing the Board. Mr. De Candis explained the page in his handout titled "Comparisons of Using a Magistrate in lieu of a Code Enforcement Board" (which is attached and made part ofthis Official Record as Attachment A) noting the differences between a Code Enforcement Board and a Special Magistrate. Commissioner Hill explained the value in having citizens on the board and their understanding of the City's standards. Former Mayor Mike Bomo suggested replacing the Code Enforcement Board with a Special Magistrate, adjusting the guidelines for the Special Magistrate where they can arbitrate and resolve and not putting in another layer of Board. He believes a Special Magistrate should be used for HRO, animal control and code enforcement. He believes the other Boards function very well and do not get into situations where they are doing a judicial process against someone. Beautification and Natural Resource Preservation Advisory Committee Commissioner Stinson reported the status of the Advisory Committee and the need for a Charge. He explained he put together a Charge based on the minutes of the Town Hall meeting on October 15, 2016 and the Charge is on the agenda for the Commission meeting on November 14, 2016. He refened to his handout which included the Charge and the List of Administrative Tasks and explained that many of the administrative responsibilities are being pushed to the Committee. They will need to pick a Secretary to take minutes and coordinate with the City Clerk to get meetings posted. He explained he will report the comments expressed today when the Commission addresses the Charge at the next Commission meeting. He said so far he has heard three comments about the Charge which are 1) Should probably defme sunset for the actual Committee that the Advisory Committee is going to create, 2) Consider recycling as one of the focuses for the actual Committee, and 3) Need a shorter name. He urged everyone to review the Charge and the administrative tasks. During discussion about when and where the meetings could take place, Mr. Van Liere questioned why the Advisory Committee would need to coordinate with Parks and Recreation if the meetings are held in the Chamber. Commissioner Stinson and Mr. Van Liere concuned that it applies to meetings at Adele Grage. Commissioner Stinson explained that the task Mr. VanLiere is refening to could be redefined and coordinated through his office. Mr. Van Liere gave reasons why the meetings would be better suited for the Chamber, stating it has audio/visual equipment and more parking. A discussion ensued about the need for the Committee to appoint a Secretary to do minutes. Commissioner Hill requested that generic language be added to the charge that would give the Advisory Committee an option to bring other matters to the Commission if they think of something we missed. Mayor Reeves clarified that he does not want the Advisory Committee to hold off on their meetings while they wait for meetings with the individual Commissioners. Former Mayor Suzanne Shaughnessy thanked the Commission for inviting them to this meeting. She reported that she had spoken to Mr. Bomo before they created the Advisory Committee and they thought their role would be to try to set up a partnership between staff and citizens to increase the awareness and promote the preservation of city resources to include beautification. She indicated what they had in mind was to outline the construct of the committee such as number of members; who can be a member; and are there any specialties to include in the membership. She explained that if the Advisory Committee is structured where each person is assigned an issue as homework and brought back to the Committee, it should not ta:ke them very long. She stated she would like something put in the charge about what specific areas the Commission would like them to look at. Commissioner Hill believes the charge is to be as broad and least restrictive as possible and explained his reasons. He indicated he does not want it to be a steering committee and asked that evmyone involved in the process be heard. He has total confidence in the talent of the Advisory Committee. Minutes of the Roundtable Meeting on November 10,2016. Page 2 of4 AGENDA ITEM lB DECEMBER 12, 2016 Discussion ensued about the diversity, knowledge and talent of the Committee. Ms. Shaughnessy agreed that it should probably have a sunset. Commissioner Stinson explained that the Advisory Committee has a sunset in it, but Mr. Barno asked that one be put in for the standing committee. Commissioner Stinson believes that the Advisory Committee should address that. Ms. Shaughnessy believes that the standing committee should be allow to stand indefinitely without having regular meetings if they do not need to. She believes the standing committee could be used as a tool for the Commission to ask for a review when they want it. Commissioner Stinson, Commissioner Hill and Mayor Reeves did not support a sunset provision for the standing committee. Commissioner Stinson indicated that he would give the City Clerk a revision to the Charge that could be distributed on Monday. Monthly Roundtable Meetings Commissioner Stinson stated roundtable meeting are productive and can be used to make the Commission meetings efficient so they do not last until midnight. He explained his interest in having monthly roundtable meetings where the Commission can sit down and openly talk about any issue that comes up. Agendas/Commission Meetings Commissioner Stinson explained that he believes the Commission Meeting lasts longer than they should. He referred to pages 3 and 4 of his handout (which is attached hereto and made part of this official record as Attachment B) as he explained his idea of putting timelines on agenda categories/items. He pointed out that roundtable meetings could be utilized for various discussion items and questioned whether much discussion is needed on items that have a written repmi in the agenda packet. He explained he is trying to make the meetings more efficient. Ms. Shaughnessy explained that Robert's Rules allows for Committee Reports to be submitted in writing and that the report only needs to be accepted. She believes that instead of having them done in person, have them submitted in writing. If the Commission has questions, they can ask it during Commissioner comments or ask for a presentation to be given at the following meeting. Commissioner Hill does not believe we need to adjust anything on Committee Reports because it has not been taking up much time. He explained his support for having roundtable meetings and spoke about the reasons why he pulls things from the consent agenda and asks questions at the meetings. He does not believe the meetings are too long and believes Mayor Reeves runs a tight meeting and keeps the Commission moving forward. Discussion ensued about the various ways to handle questions and responses and still be transparent. Mayor Reeves stated that he learned from the Florida League of Cities that you are most likely making bad decisions once the meeting goes over four hours. He believes you make better decisions if you stay on topic. He no longer wants to see a contract on the agenda that is due the next week or in 15 days and believes a standard should be set. He spoke about keeping Courtesy ofthe Floor speaking at 5 minutes. Commissioner Hill explained that he sometimes gets into discussions at the meeting just for the sake of getting the answers out to the public. Discussion ensued about the contributing factor that cause lengthy meetings. Commissioner Stinson explained this was not intended to be a critique or criticism of the process; this was intended to encourage the citizens to participate when it is appropriate and he believes they do not solve anything from the dais by just making points. He believes that if there is something that is very bothersome on the agenda, the best thing to do is to push it to the next meeting to allow time to vet it, do research and have a discussion on it that could result in an agreement or a compromise. Discussion ensued about the proposal to put time lines on the agenda items and how to handle situations when the Commission is ahead of schedule. City Clerk Bmile reported that, back when she did the research Minutes of the Roundtable Meeting on November 10, 2016. Page 3 of4 AGENDA ITEM 18 DECEMBER 12, 2016 for a previous workshop, the average speaking time during Courtesy of the Floor was 3. 56 minutes and the average number of speakers were 15. Ms. Shaughnessy explained that if the meetings go too fast and everyone votes nicely and quickly, people assume that you have discussed it ahead of time and outside of the Sunshine. She believes that if a meeting is too long, you would have to ask yourself, which item on the agenda do you want to give less attention to in an attempt to shorten the meeting and sometimes you have to consider that that really is the only place where you are able to talk to each other and a point may be made that the others have not considered. She also believes that the more information you have, the better decision yo_u can make. She suggested that, if the Commission has roundtable discussions, the Mayor report that at the regular meeting. Discussion ensued about public perception and the benefits of holding workshops and briefings. Mayor Reeves explained there will be fmther discussion at the meeting on Monday. Mr. Van Liere expressed his concerns about having regular roundtable meetings to discuss topics on the agenda. He stated he does not feel that what we have now is broken and it is not going that bad. The order of things on the agenda has evolved over many years to be what it is; it ended up where it is because it is what worked the best over the years. Mayor Reeves explained how this workshop has helped him look at things differently from before the meeting and believed it was helpful. Commissioner Hill reiterated his points made earlier about the Commission moving forward on things and are efficient, but agrees that we can be more efficient. He explained the reason he does not get excited about doing it is because he has watched every Commission have the same thoughts. He complimented Mayor Reeves for making a point of clarifying when he is giving his personal thoughts as opposed to acting as the Chair. He believes roundtables are great, but does not know if they should be made as regularly scheduled meetings. Mayor Reeves explained that the order of the agenda is regulated by the City Code and to change it would require an ordinance. Commissioner Hill reported that he has never heard one Commissioner rehash after a vote unless it was at the point where the result of a bad vote came home to roost and they just gloated and it was not the current Commission. Commissioner Stinson explained that he will make the corrections to the charge and hand them out on Monday. Mayor Reeves asked the City Clerk whether the other Commissioners responded as to why they could not attend. City Clerk reported that Commissioner Waters had to work and Commissioner Harding had an appointment scheduled. She confrrmed that the communication she had with them was by phone. The meeting adjourned at 2:48 p.m. ATTEST: Donna L. Bartle, CMC City Clerk Minutes of the Roundtable Meeting on November 10, 2016. Mitchell E. Reeves Mayor Page 4 of4 ATTACHMENT B CITY OF ATLANTIC BEACH COMMISSIONER ROUND TABLE DISCUSSION 10th of NOVEMBER 2016 AGENDA 1) Special Magistrates (1:30pm -1:45pm) a) Background: . ' AGENDA ITEM 18 DECEMBER 12, 2016 i) At the Commission round table meeting he~d on the 8th of November 2016, and during discussion on the appointment process to the Board Member Review Committee, the topic of using magistrates rather than citizen boards was mentioned briefly during discussions. Since the idea was not a topic of the meeting notice posted and publicized, this topic was not discussed and became the originating reason for the round table meeting of the 10th of November 2016; ii) Commissioner Stinson requested a dis.cussion with Mayor Reeves about the use of magistrates as substitutes for citizen boards to be able to convey his opinion on the matter to Mayor Reeves. b) Advantages & Disadvantages: (1) Advantages: (a) Does not have the potentiai for: creating tension or conflict between residents; (b) Minimizes administrative responsibilities ofCity staff. (c) (d) (e) (2) Disadvantages: (a) No sensitivity to factors that may or may not be influential in the matter; (i) Less humanistic, more judicial; (b) Additional City staff responsibilities. (c) (d) (e) c) Recommendation: None. 2) BNRPAC (1:45 pm -2:00 pm) a) Background: i) Initially brought for discussion in the City Commission meeting of the zznct of August 2016, moved forward with City Commission consent on the 12th of September 2016 and members nominated and appointed on the 10th of October 2016. The Town Hall meeting ofthe 15th of October 2016 considered the {(charge" of the Committee (minutes from that meeting are attached). AGENDA ITEM 1B DECEMBER 12, 2016 b) Draft Commission Charge and List of Administrative Tasks (document attached); i) Recommendations received since draft was prepared: (1) Sunset for the standing committee; (2) Consider recycling; (3) Advisory committee to name standing committee. (4) (5) (6) ii) List of Administrative Tasks: (1) Advisory Committee assigned some administrative tasks; (2) Coordination with City staff. (3) (4) (S)A c) Recommendations: Incorporate the suggestions presented at the round table meeting of the 10th of November 2016 into the draft charge as a revision to the draft charge document currently included in the Commission meeting agenda packet for the Commission meeting of the 14th of November 2016. 3) 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 Commissio'n 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. 4) 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. ( 4) Use this time to make colleagues aware of a pending matter. AGENDA ITEM 1B DECEMBER 12, 2016 d) City Attorney, City Clerk, City Manager reports, Commissioner reports and requests: i) Written; ii) Follow up by anyone needing more data. e) Adjourn.