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09-07-17 Public Meeting Minutes Commissioner-elect Glasser MINUTES PUBLIC MEETING SEPTEMBER 7,2017, 1:30 P.M. CITY HALL, 800 SEMINOLE ROAD IN ATTENDANCE: Commissioner John Stinson Nancy J. Pyatte, Recording Secretary Mayor-elect Glasser Call to Order: Commissioner Stinson called the meeting to order at 1:32 p.m. and welcomed Mayor-elect Glasser. Commissioner Stinson explained the purpose of the meeting is to discuss the incoming elected official's goals and offer insight into their first year in office. He extended his thanks to everyone for coming in during the Hurricane Irma preparation. Mayor-elect Glasser expressed her thanks and appreciation for having this meeting. She stated it is good to be informed and is anxious to move forward and find common ground. Mayor-elect Glasser stated she wants to learn protocol on how things are supposed to work. She wants to build bridges and work with people. 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 noticed and open to the public. This can be coordinated through the City Clerk's Office. Mayor-elect Glasser questions: Q: Do you use your own phone? When will the COAB email be set up? A: Commissioner Stinson said he uses his own cell phone. The City email should be set up within the next week. Contact City Manager Gerrity and Deputy City Manager Hogencamp to ensure they have your contact information and that the email is set up. 1 Q: When a citizen presents a problem to a Commissioner what is the next step for resolution? A: Commissioner Stinson stated he notifies (emails) the City Manager, along with a copy to the department, with the citizen's information and issue. The City Manager will then contact and follow-up with the department that handles the issue. You'll be kept in the loop and can follow-up with the citizen. Commissioner Stinson stated the Commission is the eyes and ears for our 14,000 citizens—we work for them. Staff provides guidance. Commissioner Stinson inquired if Mayor-elect Glasser had specific goals she wanted to address in her first year? Mayor-elect Glasser talked about emergency planning and including tabletop exercises for other types of emergency events. Another goal Mayor-elect Glasser talked about is having a standing monthly meeting to allow dialogue between citizens and the Commission. Commissioner Stinson stated monthly Town Hall meetings could serve that purpose. These meetings are noticed informal meetings, a quorum is not required, and no action is taken. Another item brought up by Mayor-elect Glasser was Commissioners taking the lead on committees. She expressed interest in the Cultural Arts and Recreation Advisory Committee (CARAC) and wants to reinstitute the Teen Council, as a subcommittee of CARAC. Commissioner Stinson stated that other cities have elected officials that serve on other boards. Over the past several months our City has been working on standardizing our Boards and completion is pending. There was a brief discussion about vacancies on boards. It was noted that the Commissioners can recruit volunteers for boards. Mayor-elect Glasser talked about the Board Member Review Committee. There was a brief discussion about the Parking and Pedestrian Safety Advisory Committee (PPSAC) having a broad scope of issues to address. Commissioner Stinson stated the biggest priorities will be addressed in the first six months and then presented to the Commission. At that time, if necessary, an extension can be requested to continue their mission. Mayor-elect Glasser brought up communications and doing citizen surveys. Social media plays a big part in how we communicate and this could be a topic for a Town Hall meeting. Commissioner Stinson suggested meeting with the Deputy City Manager regarding this issue. There was discussion about zoning changes and the Mayport Community Redevelopment Agency (CRA). Mayor-elect Glasser is open to the CRA but would like more information, if it is available. Commissioner Stinson stated he received materials from Jacksonville Councilman Gulliford and they are on file in our City Clerk's Office. 2 A lengthy discussion ensued about the CRA,the possibility of requesting a joint task force with the City of Jacksonville, TIF Revenue and advalorum tax. Mayor-elect Glasser talked about Roberts Rules of Order, how the meetings are run, and questioned if we really need three rounds to discuss an item? Commissioner Stinson stated normally two rounds is enough. He commented that they could do a better job managing the agendas. 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. Mayor-elect Glasser thanked Commissioner Stinson for this meeting. There being no further discussion, Stinson declared the meeting adjourned at 2:31 p.m. Adjournment Mitchell E. Reeves J, i7I Mayor/Presiding Officer Donna L. Bartle, CMC City Clerk DLB/njp 3