02-27-19 Board/Committee Training MinutesrS r'T MINUTES
Board and Committee Training
Wednesday, February 27, 2019 — 6:00 p.m.
Commission Chamber
ATTENDANCE:
Present: Ellen Glasser, Mayor
Candace Kelly, Commissioner and Board Member Review Committee (BMRC) Chair
Brenna Durden, City Attorney (CA)
Donna Bartle, City Clerk (CC)
Sally Clemens, Board Member Review Committee (BMRC) Member
Pam White, Board Member Review Committee (BMRC) Member
Kenneth Reeves, Board Member Review Committee (BMRC) Member
Laurie Piscitelli, Cultural Arts & Recreation Advisory Committee (CARAC) Member
Brian Major, Community Development Board (CDB) Member
Mark Tingen, Community Development Board (CDB) Member
Amy Palmer, Environmental Stewardship Committee (ESC) Member
Chase Jamison, Police Officers' Pension Board of Trustees (PBOT-P) Member
CALL TO ORDER
Commissioner Kelly opened the meeting at 6:00 p.m.
1 WELCOME
Commissioner Kelly explained the reason for this meeting, the importance of standardizing the
processes across all boards/committees, and transparency.
CA Durden thanked everyone for coming and for watching the proceedings at home. She
explained the presentation is aimed toward the six (6) boards/committees of Atlantic Beach.
• Two (2) Pension Boards
• Community Development Board
• Environmental Stewardship Committee
• Board Member Review Committee
• Cultural Arts and Recreation Advisory Committee
CA Durden explained there are distinctions between some of these boards/committees and she
will attempt to point these out along the way.
Miscellaneous Public Meeting
February 27,2019
2 PRESENTATIONS
The following presentations were given on the materials included in the agenda packet.
A. Sunshine Law
CA Durden presented multiple scenarios of what may or may not constitute a "meeting"
under Sunshine Law. Each scenario listed was identified and CA Durden specified
which scenarios were and were not considered "meetings" under Sunshine Law and
which scenarios were considered actual violations of Sunshine Law. She identified three
(3) basic requirements the Sunshine Law requires to classify as a "meeting."
1. Must be open to the public and must be held in a place that is generally accessible
to all people.
2. Reasonable notice of a meeting must be given.
3. Minutes must be taken and promptly recorded.
Mayor Glasser gave an example scenario of violation of Sunshine Law through social
media (Facebook).
CA Durden interpreted the Sunshine Law as it relates to meetings with City Staff,
violations of Sunshine Law with regard to email communications, and the penalties for
violating Sunshine Law.
All questions were answered.
B. Public Records
CA Durden read aloud the definition of Public Records and informed member
participants that all documents produced on issues that come before the board or
committee are public records. She gave examples of what is and is not considered public
record. CA Durden encouraged members of all boards/committees to relinquish all items
that fall under the Public Records definition to CC Bartle. She informed of the penalties
for violations of Public Records Law.
C. Ethics
CA Durden informed members of the two sources- the Florida Constitution and Florida
Statute- that contain ethics provisions for public officials and gave the following as
examples:
• Solicitation or acceptance of gifts (bribes)
• Unauthorized compensation
• Misuse of public position
• Disclosure or use of certain information
Board and Committee Training
February 27, 2019
• Doing business with one's own agency
• Conflicting employment or contractual relationship
• Voting conflicts
• Nepotism
• Financial Disclosure
CA Durden spoke about voting conflicts, financial disclosures, doing business with
one's own agency, and gifts. She presented multiple scenarios of potential ethics
violations. Upon request, CA Durden read aloud the definition of a "Vendor."
Discussion ensued regarding ex parte communications and donations to the City.
All questions were answered.
D. Overview of Duties and Obligations of Atlantic Beach Boards and Committees
Commissioner Kelly spoke about the importance of volunteers to the City and the recent
standardizing of all City boards/committees terms to December 31 st. She reiterated the
importance of members attending meetings in order to make quorum. Commissioner
Kelly informed participants that this has been an issue in the past, and gave a reminder
for members to notify the chairperson of their committee and CC Bartle in writing should
they resign. She asked all members to make sure they read the document (ordinance,
statute, and/or resolution) related to their particular board/committee. Commissioner
Kelly reiterated the importance of basing decisions on City Code, facts, and what is best
for the City as a whole. She reminded members that some of their personal information
will be public, including their application. The Community Development Board and
Pension Board members are required to file a Form 1 with the State, and this also
becomes a matter of public record. She explained the forms are available at this meeting
for members to take home and review. CC Bartle explained that the Voting Conflict form
(Form 8B) becomes part of the meeting minutes.
Commissioner Kelly stated it is an obligation to complete the Ethics and Sunshine Law
training. She encouraged everyone to take time to read the packet and all of the handouts
received at this meeting. Commissioner Kelly expressed the importance of following the
agenda and speaking clearly into the microphone.
E. Robert's Rules of Order
Commissioner Kelly spoke about the committee chairperson's responsibility to allow all
members to speak, recording membership absentees/tardiness, and reporting these to CC
Bartle. She spoke about the Commission occasionally inviting Chairpersons to
Commission Meetings to report on the committee's/board's progress;
committees/boards getting in a habit of inviting public comment before voting; and the
importance of committees/boards complying with Robert's Rules, the Sunshine Law,
Public Records Law, and Ethics Law.
Commissioner Kelly announced each committee/board has their own official liaison, the
City Clerk maintains the minutes, tracks applications, membership records and
Board and Committee Training
February 27, 2019
vacancies, and assists with filing Form 1 for Community Development Board and
Pension Board Members. She stated the City Manager controls schedules and projects.
Commissioner Kelly reminded the members they cannot task City Staff. The City Staffs
schedule is controlled by the City Manager. She explained the list of Staff Liaisons and
their roles. Each board/committee is supported by a staff liaison for tasks such as: notice
meetings, reserve/ set up meeting rooms, prepare agendas and materials for the meeting,
audio/video recording, and taking minutes.
• Cites: Commission, Code Enforcement, Parking, BMRC
• Planning Director: ESC and Community Development Board
• Director of Cultural Arts and Special Events: CARAC
• Finance Director: General and Police PBOTs
She reminded everyone the CEB is sunsetting in March and there will be one more
meeting. The CEB will be replaced by a Special Magistrate. The function of Code
Enforcement will continue under the Special Magistrate.
She explained that the Deputy City Manager assists board/committees with
communications and publications and Public Works does not liaison for any committee
or board but is called upon for services.
Commissioner Kelly explained each committee/board has a Commission liaison
assigned to provide assistance as needed (listed on membership lists).
Commissioner Kelly directed all training participants to the section in Robert's Rules for
Small Boards if there is anything specific they needed to know about.
Commissioner Kelly explained how the interview and selection process is being revised
and standardized through the Board Member Review Committee. She reiterated the
importance of following parliamentary procedures, i.e., all members participating in
meetings, following the agenda to stay on task, civility, voting based on the "good of
all," and being prepared before a meeting (reading the agenda and the minutes).
Commissioner Kelly reviewed the role of the board/committee chairperson and the City
parliamentarians. She also spoke about making motions, discussions, interruptions, point
of order, debates, votes, tabling, and postponing.
Commissioner Kelly thanked everyone for coming.
1. QUESTIONS AND ANSWERS
All questions were answered.
ADJOURNMENT
The meeting was adjourned at 8:06 p.m.
Board and Committee Training
February 27, 2019
Attest:
Donna L. Bartle, City Clerk
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Candace Kelly, Cha'
Date Approved:
3/2-7//9
Board and Committee Training
February 27, 2019