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09-07-17 Public Meeting Minutes Commissioner-elect Kelly MINUTES PUBLIC MEETING SEPTEMBER 7,2017,2:30 P.M. CITY HALL, 800 SEMINOLE ROAD IN ATTENDANCE: Commissioner John Stinson Nancy J. Pyatte, Recording Secretary Commissioner-elect Kelly Call to Order: Commissioner Stinson called the meeting to order at 2:32 p.m. and welcomed Commissioner-elect Kelly. Commissioner Stinson began with a description of what to expect. He stated to be ready for an abundance of phone calls during the first six months. Commissioner Stinson spoke about his schedule to provide a reference. He stated that he spends up to 20 to 25 hours weekly dealing with City business — communications with citizens and/or businesses,meetings with City staff, and Public meetings. The City Manager, the Deputy City Manager, and the City Clerk are excellent resources for learning procedures and providing insight. Commissioner Stinson suggested obtaining the book, "Making It Work", which is a great resource explaining the relationship between the City Manager and the Commission. Commissioner Stinson also suggested obtaining the book "Roberts Rules of Order" and stated it is a great tool used to run public meetings. He suggested contacting the City Clerk to obtain copies of these books. Commissioner Stinson stated there will be training provided on the Florida Sunshine Laws as well as the Florida Ethics Laws.Notices will be sent when it is scheduled. He encouraged meeting with your fellow commissioners, explaining the meeting must be advertised and open to the public. This can be coordinated through the City Clerk's Office. Commissioner-elect Kelly questions: Q: How do you, as a Commissioner, get things done if you can only talk to each other at a meeting? A: Commissioner Stinson stated you can schedule meetings, like this one, to talk outside of a Commission meeting. He explained the meeting must be noticed, have a topic, and is open to the public. This can be coordinated through the City Clerk's Office. Commissioner Stinson explained if an email is sent from a citizen about City business/issues, and it is addressed to all the elected officials, only respond to the citizen, not the group. Regarding emails, you cannot email each other to talk about City issues. Commissioner Stinson stated the only exception would be a group email to the Commissioners for informational purposes, i.e. a building fire, or a car accident. You must state"do not reply to this email". 1 Q: How do you present an idea/topic for the Commission to consider? A: Commissioner Stinson explained the process. First, have your supporting documentation available and contact the City Manager and the City Clerk to request an item be placed on an agenda for discussion. The next step will be placing it on the following agenda for a vote. Q: How does the Commission monitor the various departments expenses and contracts? A: Commissioner Stinson explained that Staff follows set proceures to obtain bids/pricing from multiple vendors for the Commission to make a decision. We depend on Staff to do the research and the paperwork in accordance with City procedures. Commissioner Stinson stated if you have any questions about expenses and/or contracts contact the City Manager. Q: When the Commission is voting on an expense,who determines what fund/account the money comes from? (like the survey for Johnston Island) A: Commissioner Stinson stated that the Finance Director, Russell Caffey, has that responsibility. There is the Enterprise Fund, the General Fund, and the Reserve Fund. The new budget for 2017/18 will be available next week and if you have any questions contact the Finance Director. Q: Commissioner-elect Kelly stated she reviewed this year's budget and notices that none of the departments reported expenditures for training. Are we training employees in other ways and is it documented? Everything is constantly changing and we have to keep up with the times. A: Commissioner Stinson responded that the Human Resource Director, Cathy Berry, would be the person to answer that question. Q: It has been said "We are one hurricane away from spending all the Reserve Fund." The City has municipal insurance to cover the vehicles, buildings,heavy equipment, etc. Where does the money come from to replace other lost items? A: Commissioner Stinson said the Reserve Fund would be used. Last year Hurricane Matthew cost the City over $500,000 and we have not been reimbursed by FEMA yet. The Reserve Fund has been build up with good money management. A brief discussion ensued about utilizing the Reserve Fund only for a catastrophic event. Discussion ensued about Johnston Island and Selva Preserve, the millage rate, and homestead exemption. Commissioner-elect Kelly stated she would like to see more long-term planning needs addressed, in terms of infrastructure, storm water drainage, the dunes, and new development. Commissioner Stinson said it would be a good idea for the Commission to have a 2-year vision plan to present to the City. Q: Commissioner-elect Kelly said she is using the City website and Facebook page for keeping up with City items. How do I know I am reaching my constituents? What else can I do? 2 A: Commissioner Stinson said have Town Hall meetings, answer emails and phone calls, coming early to meetings provides the opportunity to meet citizens and staff, and get involved locally. He said the FLOC conferences/meetings/training sessions is an excellent resource. Q: The City has one Community Redevelopment Agency(CRA)? A: Commissioner Stinson said this was approved a few months ago and is still forming. There was a brief discussion about how the CRA works and forming a governing body to manage it. He said this will come back before the Commission and probably early in the new term. Commissioner-elect Kelly thanked Commissioner Stinson for this meeting. Because of Hurricane Irma, Commissioner Stinson stated the September 11, 2017 Commission meeting has been cancelled. We will meet on September 18, 2017 at 5:05 p.m. Commissioner Stinson explained the process for the first meeting on November 13, 2017, after being sworn in as a Commissioner. The City Clerk, Donna Bartle, is available to administer the oath. If you want someone you know that is an officer of the courts to administer the oath that is also an option. He suggested confirming contact information is on file with the City Manager and Deputy City Manager in order to receive storm updates. Last,he also suggested confirming a City email will be ready for you. There being no further discussion, Stinson declared the meeting adjourned at 3:15 p.m. Adjournment Mitchell E. Reeves Gy►?/12� Mayor/Presiding Officer Donna L. Bartle, CMC City Clerk DLB/njp 3