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Home My WebLink About04-15-2015 CC Minutes - Workshopmcf SFJE_ HOME OF PELICAN ISLAND SEBASTIAN CITY COUNCIL MINUTES SEMINAR/JOINT WORKSHOP W/ BOARDS & COMMITTEES WEDNESDAY, APRIL 15, 2015 - 6:00 P.M. CITY COUNCIL CHAMBERS 1225 MAIN STREET, SEBASTIAN, FLORIDA Mayor Gillmor called the Seminar/Workshop to order at 6:02 p.m. 2. In Lieu of Roll Call a sign-up sheet was provided and is attached. 3. The Pledge of Allegiance was recited. 4. Mayor Gillmor recognized Marilyn Crotty, Director -Florida Institute of Government at UCF and welcomed all in attendance including City board and committee members and guests from Vero Beach and Indian River Shores boards and committees. He thanked staff for organizing the seminar. 5. Marilyn Crotty conducted a seminar on the Sunshine Law — meetings and records, Parliamentary Procedure and Successful Committees (see PP presentation attached), and responded to questions from the audience. 6. Mayor Gillmor thanked Ms. Crotty for her outstanding presentation, asked City board and committee members to stay for the remainder of the meeting and called recess at 8:10 p.m. Mayor Gillmor reconvened the meeting at 8:23 p.m. All City Council members were present, and most of the City Board and Committee members remained. The City Manager reviewed the proposed resolution establishing a standardized start time of 6 pm and end time of 9:30 pm with one extension for all board meetings, guidelines for a standard agenda format and for public input time limit of five minutes and input procedures and direction of input to the Chair (see draft R-15-09 attached), which Council will address on April 22, 2015. He noted staff has ordered 250 booklets regarding Roberts Rules which will be distributed to all committee members, then responded to questions. Mr. Roth noted that the paragraph 6 was missing from the draft and the City Manager said was probably a typo and would be corrected. Mr. Reyes said the start time of 6 pm would be difficult for some members. The City Manager said the change to a consistent start time no later than 6 pm was an effort to save staff after hours work time and related expense, noting it was difficult for staff that had to attend multiple night meetings per week. Mr. Zomok said that to use Roberts Rules of Order in detail would drag things out, and suggested using modified Roberts Rules otherwise you would need to be a certified parliamentarian. City Council/Committees Workshop April 15, 2105 Page Two The City Attorney explained that it is clear that Roberts Rules Order is a guideline and there does not have to be a specific following. He said it is important to get a handle on where we are in the meetings and to be able to resolve an issue and move to the next one. He said he has been at meetings where people think they are experts and no one else is an expert, everyone else is doing it wrong and they do it right and they decide they are going to use these rules to disrupt the meeting, stop the flow of conversation and the point here is to only put some kind of structure where the public will be invited to speak, there will be a motion made, and action taken. He said Mr. Zomok is right when he says "modified" and that is what City Council says — it is a guideline. The City Manager read from the section of the resolution on Roberts Rules of Order "City Boards and Committees will follow the current edition of Robert's Rules of Order Newly Revised as a general guideline in the conduct of all meetings and workshops." He said the pamphlet is a very simplified version. Mr. Zomok said he did not want them to be painted into a corner because it is in an ordinance. The City Manager said it is in a resolution. Ms. Coy said this has been used by Council as a guideline and if you read Roberts Rules of Order, it can be applied in different ways by different levels. The City Manager then noted that the remainder of the resolution section states, "Failure to follow said rules shall not affect the validity of any action taken", which underscores this is a guideline. Mayor Gillmor said when someone is appointed or takes over as Chair, this is a good guide because there should be a motion and second before you start talking about an issue, because what happens is, you start talking about one subject and then someone else brings up another completely different subject and you go down that rabbit trail, and then everyone wonders what happened to the first subject. He said it is important to make a motion, talk about it and then get to a point where we resolve it. He said this is not meant to eliminate cordiality in a meeting but direct it so you are not there for two or three hours and end up saying "what did we accomplish". Ms. Coy suggested that we add "Items for Next Agenda" at the end of agendas item to the suggested standard agenda format, so anyone on the board can add an item. 8. Review and Discuss Mission of City Boards and Committees (List of Code and Resolution Provisions for City Boards and Committees) The City Manager said we had the first meeting of the Disabilities Advisory Committee and the Clerk advised that we start out with reviewing the mission of the committee, so we did and agreed with what Ms. Crotty said tonight about periodically reviewing the mission of boards. Ms. Coy said she was looking at the document that shows all of our boards and their charges, and it is all there but not consistently for all, and maybe we need to be more consistent and standardize the way we write up our boards, it's description, it's purpose, and maybe we should ask the boards to discuss it or Council should discuss it and come up with a suggested format. Mayor Gillmor said he also liked the idea of having boards come before Council once per year. City Council/Committees Workshop April 15, 2105 Page Two The Administrative Services Director suggested we use Ms. Crotty's recommendation that there be an assurance that meetings are properly advertised might be something Council wants on meeting agendas. John Tenerowicz said he had been on Parks and Recreation for five years and had never read or seen the document that created that board, and did not know whose fault that was. * George Millar suggested there is difference between mission, and purpose and charge so they must be sure to define the terms in what they want them to do with these so it can be consistent. Mr. Roth asked, in regard to the meeting closing time, if there is a hearing ongoing what they would do at that point. The City Attorney responded that he thought he was referring to quasi-judicial hearings, in which the board has overriding responsibilities to provide constitutional due process, and our own rules cannot be interpreted in such a way that they deprive an applicant of appropriate due process, that if we come to the prescribed end of a meeting and have not quite finished the work on the item, we are going to complete the work on the item because we owe it to the applicant. He said all of these rules of procedure are excellent guidelines to move things along in some type of organized manner and all designed to create order out of chaos and make sure meetings accomplish something and have some sort of structure. Ms. Coy cited a time in 2004 there were four or more PUDS in a row, and the meeting went past midnight. Mr. Hill said we don't extend meetings for Council Matters or City Manager Matters but rather for official business. Ms. Coy said if we saw meetings running long we have rearranged agenda items, and have ended meetings without finishing some business. George Millar asked if public input time of five minutes is per individual or per topic. Mayor Gillmor responded per person and is what Council does, and it can be extended upon request. Mr. Millar said he had been to meetings that go to wee hours of the morning so they may want to abbreviate it to two or three minutes, limit the number of people that can speak on a topic, or have citizens pre -register to speak prior to the meeting. Mayor Gillmor said we have a rule that someone can speak once on a topic, and did not think Council would not want someone have to pre -register so that anyone can speak on an issue. Ms. Coy said she had seen Council go from sign-up sheets to no time limits to the process used now. Mr. Hill said what they have in place suits us and will suit our committees, and if there is an issue that is coming before your boards that there may be 100 people coming for, there can be adjustments made to how the time is allowed, and if items are similar the input can be combined into one time to give input on all of them at once. Mayor Gillmor asked if he could bring something up he forgot to bring up at the last meeting and the City Attorney said no since workshops are limited to the item on the agenda. 10. Being no further business, Mayor Gillmor adjourned the Seminar/Workshop at 8:55 p.m. `(editor's note: City Board Handbook sections for a particular board incl g thei ation docum t re pro i d to each new board or committee member by the Deputy City Clerk). I Approv t the May 13`2015 Regular City Council Meeting BY: \ _char, H. i Imor, Mayor Sally . Maio, y Clerk April 15, 2015 Sebastian City Council/Committees Seminar and Workshop Roster Present: City Council: Mayor Richard Gillmor Vice Mayor Jerome Adams Council Member Andrea Coy Council Member Jim Hill Council Member Bob McPartlan Speaker: Marilyn Crotty, Director Florida Institute of Government at UCF City Board and Committee Members: Budget Advisory Board: Ed Herlihy, Chair Bruce Hoffman Dionna Farmer Construction Board: Latisha Hays Shawn Hosey Jean Carbano Disabilities Advisory Committee: Michael Goodfellow Millie Virant — Guest Joseph Virant Natural Resources Board: Alan Northcott, Chair Jim Clifton Rose Glaser Gil Gordian George Millar Andrea Ring (also Disabilities Advisory Committee) Parks & Recreation Committee: John Tenerowicz, Chair Rosemary Flescher JoAnne White Jo -Ann Webster Matt Sims Planning & Zoning Commission: Ed Dodd, Chair Al Alvarez Rick Carter Louise Kautenburg David Reyes Joel Roth Police Pension Board of Trustees: Bob Zomok Veterans Advisory Board: Michael Heashe Barnie Giordano Char Kinlen Jerry Peeler Other Guests: Dick Cantner— Indian River County Airport Commission Bob Anwaerter— Indian River Shores Finance Committee Linda Bolton — Indian River Shores PZV Bob Snyder— Vero Beach Marine Marilyn Black Dussault — Vero Beach Tree & Beautification Commission George Barczynski — Vero Beach Utilities Commission Laura Moss — Vero Beach Utilities Commission Glen Brovont—Vero Beach Finance Commission Honey Minuse — Vero Beach Planning & Zoning Dave Minuse — Vero Beach Ken Daige — Vero Beach VISC Deborah Daige —Vero Beach HPC Scott Holt — Vero Beach Architectural Review Board City Staff: City Manager, Joe Griffin City Attorney, Robert Ginsburg City Clerk, Sally Maio Administrative Services Director, Ken Killgore Building Director, Wayne Eseltine Police Chief, Michelle Morris Deputy City Clerk, Jeanette Williams — Natural Resources Board, Budget Review Advisory Board, Veterans Advisory Board, Disabilities Advisory Committee E -Records & Information Manager, Barbara Brooke -Reese Linda Lohsl, Business Tax Specialist - Construction Board Michelle Boswell, Permitting Tech — Construction Board CDD Planner, Jan King — Planning & Zoning Commission CDD Zoning Tech, Dorri Bosworth — Planning & Zoning Commission SEMINAR/JOINT WORKSHOP W/ BOARDS & COMMITTEES WEDNESDAY, APRIL 15, 2015 - 6:00 P.M. CITY COUNCIL CHAMBERS 1225 MAIN STREET, SEBASTIAN, FLORIDA SIGN IN SHEET Name Municipality Board ✓-c� LS �Lb�Sk`Z AI) Com- cP U v 14LP 89 z n �'J r M SEMINAR/JOINT WORKSHOP W/ BOARDS & COMMITTEES WEDNESDAY, APRIL 15, 2015 - 6:00 P.M. CITY COUNCIL CHAMBERS 1225 MAIN STREET, SEBASTIAN, FLORIDA SIGN IN SHEET Name Municipality Board MARILyN F�{,ACK iJ(�SSAUI—T Vc-RG �EACK TREE � 18�AVT/r-1 CATION �OAIMIS ��5�`+- � S `e�Srjld—✓ �c Pogewr A. GINSbuQG SE�3g5T�AN s06•^-. '31- T,C 'j ADO s� r p6 %G PA -Ric s a- RwC A��✓>7O/ s'Wil`.!•,od ,t� �j'ao G0 k}CIZLtt4V Se- V34,A N 43u Vc01,h /Sa'S V e 20 640K -a PAR( e- /04/ SEMINAR/JOINT WORKSHOP W/ BOARDS & COMMITTEES WEDNESDAY, APRIL 15, 2015 - 6:00 P.M. CITY COUNCIL CHAMBERS 1225 MAIN STREET, SEBASTIAN, FLORIDA SIGN IN SHEET Name Municipality Board �d7y��{�pCl v Url L- T -1 K;7i Ge/Am (,::fr C, � � mss J g Uri Li -r �S CAY\^fv sA oO Ml (fie aC--� S��s ire �l cAf-le voQ]5 /) (- P SEMINAR/JOINT WORKSHOP W/ BOARDS & COMMITTEES WEDNESDAY, APRIL 15, 2015 - 6:00 P.M. CITY COUNCIL CHAMBERS 1225 MAIN STREET. SEBASTIAN. FLORIDA SIGN IN SHEET Name Municipality Board C US f Z -C. N�icl,�l etl G, g ld'`�, 5 {�eC�t IM �� CCAS A td4-rev CO -S � ZJ � 1 n /0 A,�3 l N6 (] R C ae7 ii� �y�dill�J:T:711L�7I��i�i►L�]a:69:N7�►�►l�Zi:: � :. �PPI�i�� WEDNESDAY, APRIL 15, 2015 - 6:00 P.M. CITY COUNCIL CHAMBERS 1225 MAIN STREET, SEBASTIAN, FLORIDA SIGN IN SHEET Name Municipality Board Cj LAC� cns f -AvUL) ►VE2 5{6Z� -6k4VC-e 61r(T GaG G b2IJ l� ti, NAT A6-6 a94 zP— C IT',/ a) 5, zdf-,Qf9ST N c5 CC�� —�CSC7yvi-p— c�Wl� ��5 �✓Y1 Cf c�2�r- C , SEMINAR/JOINT WORKSHOP W/ BOARDS & COMMITTEES WEDNESDAY, APRIL 15, 2015 - 6:00 P.M. CITY COUNCIL CHAMBERS 1225 MAIN STREET, SEBASTIAN, FLORIDA SIGN IN SHEET �O Name Municipality Board RESOLUTION NO. R-15-09 A RESOLUTION OF THE CITY OF SEBASTIAN, INDIAN RIVER COUNTY, FLORIDA, PROVIDING FOR MEETING START TIME AND END TIMES FOR ALL CITY BOARDS AND COMMITTEES; PROVIDING FOR A STANDARD AGENDA FORMAT; PROVIDING FOR PROCEDURES FOR PUBLIC INPUT AND PUBLIC HEARINGS; PROVIDING FOR USE OF ROBERTS RULES OF ORDER AS A GENERAL GUIDELINE; PROVIDING FOR CONFLICTS; AND PROVIDING FOR AN EFFECTIVE DATE. WHEREAS, the City Council of the City of Sebastian, Indian River County, Florida, believes it to be in the best interest of the citizens of Sebastian to provide clear direction to its appointed Boards and Committees by approving a standard meeting time, meeting and public input guidelines, and agenda format to be used to provide for successful Board and Committee meetings. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SEBASTIAN, INDIAN RIVER COUNTY, as follows: SECTION 1. BOARD AND COMMITTEE MEETING TIME. City Board and Committee meetings shall begin no later than 6:00 p.m. and shall adjourn at 9:30 p.m. unless extended for not more than 30 additional minutes by a majority vote of members present. All unfinished business at adjournment shall be carried to the next meeting. SECTION 2. ROBERTS RULES OF ORDER ADOPTED. City Boards and Committees will follow the current edition of Roberrs Rules of Order Newly Revised as a general guideline in the conduct of all meetings and workshops. Failure to follow said rules shall not affect the validity of any action taken. SECTION 3. THE CHAIR. The Chair may make a motion, second a motion or participate in discussion without relinquishing the chair. Members of the Board or Committee have the exclusive right to raise questions of procedure or points of order to the Chair and have the Chair rule on the procedure or point of order. Any member of the Board or Committee may appeal the decision of the Chair, and the result shall be determined by majority vote. SECTION 4. AGENDA FORMAT AND GUIDELINES FOR MEETINGS. The general format and guidelines for City meeting agendas shall be generally in the form attached hereto as Exhibit "A". However, the board or committee may change the order of agenda headings by majority vote. SECTION 5. ORDER FOR PUBLIC HEARINGS (OTHER THAN QUASI-JUDICIAL) Order for public hearings (other than quasi-judicial procedures which are established by City Council Resolution No. R-99-12) before City boards and committees: A. Order of Business 1. Chair shall announce the opening of the public hearing. 2. Where applicable, City Attorney shall read the Ordinance or Resolution by title unless applicable law requires more than the title be read. 3. Chair, if appropriate, shall announce the rules that apply to the hearing. 4. Applicant presentation, if appropriate. 5. City staff shall make a presentation, comments and preliminary recommendation, if any. 6. Public Input. 7. City staff final comments and recommendation, if any. 8. Chair closes hearing. 9. Council Deliberation and Action B. Continuance of Public Hearina. The Board or Committee may continue a public hearing unless a continuance would violate applicable law. A public hearing may be continued to a time certain stated in the record, or a continuance may be indefinite, in which case it shall be re - noticed. The Board or Committee may defer action on a matter and continue the public hearing for receipt of written comments on the matter. SECTION 6. PROCEDURES FOR PUBLIC INPUT. A. Procedures for All Public Input. 1. Time Limit. Individuals who wish to address the Board or Committee on any agenda items for which official action is to be taken (typically items listed under public hearings, new business and unfinished business) are allowed five minutes to speak on that item, however, the Board or Committee may extend or terminate an individual's time by majority vote of members present. 2. Input Directed to Chair. Speakers shall address the Board or Committee immediately prior to deliberation of the agenda item and all input shall be directed to the Chair, unless answering a question of a member of the Board or Committee or City staff. Individuals shall not address the Board or Committee after commencement of deliberation on an agenda item after public input has concluded, provided, however, the Chair and any member of the Board or Committee may call upon an individual to provide additional input if desired. 3. Certain Remarks Prohibited. Personal, impertinent, and slanderous remarks, political campaigning and applauding are not permitted and may result in sanctions imposed by the Chair including expulsion from the meeting. Decisions by the Chair may be appealed in accordance with Section 2 above. C. Public Input. The heading on Regular Meeting agendas "Public Input" provides an opportunity for individuals to bring new information or requests to the Board or Committee not otherwise on the prepared agenda. Individuals are asked to attempt to resolve matters with staff prior to meetings. Individuals are asked to provide copies of material for the Board or Committee one week prior to the meeting if they intend to refer to specific material. The Board or Committee will not debate an issue during Public Input but may by consensus place a requested item on a future agenda. SECTION 7. RULES AS GUIDELINES. It is intended that the rules set forth in this Resolution provide a guideline for the effective operation of the business meetings of City Boards and Committees, and no rights are bestowed upon any parties by the adoption of these rules or by Board or Committee failure to act in accordance with them. A. Suspension of Rules. Any provisions of this Resolution, in whole or part, may be suspended by the affirmative vote of at least a majority of the members present. B. Failure to Follow Rules. If a Board or Committee fails to abide by any provision of this Resolution, such failure shall not invalidate action taken by the Board or Committee. SECTION 8. CONFLICT. All resolutions or parts of resolutions in conflict herewith are hereby repealed. SECTION 9. EFFECTIVE DATE. This Resolution shall take effect upon its adoption. The foregoing Resolution was passed for adoption by Council Member N' was seconded by Council Member MC IOart I &n , and upon being put to a vote, th vote was as follows: Mayor Richard Gillmor 0.y e Vice Mayor Jerome Adams cty e Councilmember Andrea Coy ay z Councilmember Jim Hill tk4— 2 - Councilmember Bob McPartlan 6 -r— The Mayor thereupon declared this Resolution duly passed and adopted this ZZhdday of Apri I 2015. 20M IVd,I�. 1.��_ ';4 lie 0 ATTE Sally A. Maio, MC City Clerk Approved as to Form and Content for Reliance by the City of Sebastian Only: Robert A. Ginsburg, Cif9rAttorney EXHIBIT "A" SEBASTIAN BOARD AND COMMITTEE AGENDA FORMAT AND GUIDELINES , 1. CALL TO ORDER 2. PLEDGE OF ALLEGIANCE 3. ROLL CALL 4. AGENDA MODIFICATIONS Modifications and additions require unanimous vote of members. Deletions do not apply. 5. PUBLIC HEARINGS (does not apply to all boards) Chair shall announce the opening of the public hearing Where applicable, City Attorney shall read the Ordinance or Resolution by title unless applicable law requires more than the title be read Chair, if appropriate, shall announce the rules that apply to the hearing Applicant presentation, if appropriate City staff shall make a presentation, comments and preliminary recommendation, if any Public input City staff final comments and recommendation, if any Chair closes hearing. Council Deliberation and Action 6. UNFINISHED BUSINESS 7. PUBLIC INPUT Public Input on items other than on the printed agenda, is five minutes, however, it can be extended or terminated by a majority vote of members present 8. NEW BUSINESS 9. STAFF MATTERS 10. BOARD OR COMMITTEE MEMBER MATTERS 11. ITEMS FOR NEXT AGENDA 12. ADJOURN *Any provisions of this Resolution may be suspended by the affirmative vote of at least a majority of members present. 4/15/2015 CIVIC ORIENTATION • Apathetic • Spectators • Gladiators PUBLIC MEETINGS • F.S. 286.00i All meetings of any board or commission... at which official acts are to be taken are declared to be public meetings open to the public at all times and no resolution, rule, or formal action shall be considered binding except as taken or made at such meeting" City of Sebastian Workshop 4/15/2015 • What constitutes a Board or Commission? • All governing bodies and decision making committees • Advisory boards that are more than mere fact -finders. • What constitutes a meeting? • An occasion when two or more members of the same board are present (physically, by telephone, bye -mail, by written documents) • Discussion on a matter which foreseeable action' will be taken (includes briefings, workshops, seminars, etc.) Requirements for Meetings • Location • May not be held in any facility that discriminates on the basis of sex, age, creed, color, origin, or economic status. • Accommodations for physically handicapped must be made • Notice • Reasonable notice munbe given • Time and place of meeting and agenda, if available, prominently displayed Minutes • Minutes must be kept of each public meeting and must be open to public inspection • Meeting may be recorded, but minutes most nil[ be kept Voting All membempresentat a meeting must vote on officialactions or decorons unlessa con $ict of interest exists • Roll call votes on all mattersare not necessary • Secret ballotsare prohibited Public Participation Public must be given an opportunity to be heard on a preposition berme a board or commission Opportunity to be heard is subject to mles or policies City of Sebastian Workshop 4/15/2015 Sanctions for Violations Criminal - knowing violation is a second degree misdemeanor with penalties of up to $500 in fines and 6o days in jail or both Civil - Inadvertent violations are civil infractions with penalties not to exceed a Sion fine • Validity of Actions- actions taken are void ab initio; members of the public have standing to sue; initial action can be cured by an independent final action taken in the •sunshine" Exemptions • Meetings with attorneys to discuss pending litigation Revelation of security systems Competitive solicitations • Labor negotiation strategy sessions Ex Parte Communications • F.S. 286.ou5 -Access to Public Officials on Land Use Matters • Not prejudicial if subject of communication and identity of person or group disclosed and made part of public record before final action taken • Written communication may be read and made part of public record • Investigations, site visits, and expert opinions not prejudicial if made part of the public record • Disclosure made before or during the public meeting at which vote is taken to allow people to refute or respond City of Sebastian Workshop 4/15/2015 PUBLIC RECORDS • F.S. ug • What is a public record? • Documents, papers, letters, maps, books, tapes, photos, films, recordings, e-mail, text messages or other material made or received pursuant to law or ordinance or in connection with the transaction of official business Documents meant to perpetuate, communicate, or formalize knowledge • It is not the form of the document, but what it was used for that makes it a public record. • Any document circulated for review, comment, or information is a public record despite being marked "preliminary or working draft". • precursors (drafts) are not public records because the final intended product becomes the public record. If there is no final product, the draft is a public record. Access to Public Records • All public records are open to inspection during "reasonable times and under reasonable conditions" to any person for whatever reason, unless exempted by law. • Cannot demand the party be a citiren • Cannot demand the party show a'special interest" • Cannot impose an automatic delay • Cannot require the request be made in person Cannot deny for my reason other than legally exempted information City of Sebastian Workshop 4 4/15/2015 Fees • s .r5 for one sided copies not more than 8.5' by 14.5" • Additional s .05 for two-sided copies • si.00 for certified copies • If the nature or volume of the request requires extensive use of information technology resources or extensive clerical or supervisory assistance by personnel, the agency may levy a special service charge which shall be reasonable and be based on the cost incurred for such effort. Characteristics of Advisory Boards • Standing Committees Ad Hoc Committees • Planning &Zoning Charter Revision • Board of Adjustment Tree Trimming • Police Citizen Review Board Road Project • Code Enforcement Board Cell Tower Regulations • Redevelopment Authority Park Plan Committee • Housing Authority Race Relations • Parks & Recreation Audit Committee • Historic Preservation Public Tansit COMMITTEE FUNCTIONS • Solicit input from interest groups • Conduct research and prepare reports • Technical review of RFPs, proposed policies, etc. • Formulate recommendations for council consideration • Make authorized decisions that are appealable • Conduct review of city programs and activities • Hear appeals of administrative decisions • Perform work tasks and coordinate volunteers City of Sebastian Workshop 4/15/2015 GEOGRAPHIC SCOPE Neighborhood or special area • City or county -wide • Intergovernmental Regional State-wide WHEN ARE ADW SORY 6OAP APPROPRIATE? • When to use them The issue needs more study than is feasible in council meetings There is not an obvious solution There are conflicting groups and interests .� Commitment from different groups is needed When you want additional expertise WHEN NOT TO USE THEM The decision has already been made The importance of the charge doesn't justify effort There is no feasible solution The issue is volatile and council needs to decide The purpose is to distract activists Critical interest groups are not invited Special interest group wants to advance its agenda < There is not a clear charge or scope of work There are not resources to implement the results City of Sebastian Workshop 6 4/15/2015 ALTERNATIVE TO USING BOARDS I Permanentcommittee n. Facilitated workshop or series of workshops i Hold a charrette 3. Mediation between groups in conflict Contract with a consultant/expert Hold a public meeting Conduct focus groups s Ask for comments on draft recommendations o Conduct survey COMMITTEES INCLUDE? Copies of by-laws, charter, or ordinance n. An open-ended purpose or mission statement i Desired outcomes or products 4 Clarification of what is and isrtt included in scope Committee functions, rules, procedures, etc. Timeframe for completion of each or alltasks Instruction for public notice and involvement x Sunshine law requirements MAINTAINANCE OF CHARGE Verbal instruction from staff New member orientation and periodic training City attorney give information on ethics & sunshine 4 Council members talk to appointees A letter fiom the council A handbook for members Require by-laws to be adopted and approved i Approval of an annual work plan Face-to-face sessions with the council City of Sebastian Workshop 7 4/15/2015 HOW TO KEEP 173DIIIIJIDIIVII Council/Board Communication & Coordination I Have boards review their charge at each meeting _ Require preparation of action plans with measurable products Have boards prepare periodic reports Council provides guidance Have boards do self -evaluations or have external performanceevaluations Have boards appear before the council annually for reports, guidance, and recognition SUPPORT I Designate a council member as a liaison to the board Designate a staff member as a liaison to the board Provide staff support at all meetings Provide staff to perform tasks directed by the board RECOGNITION Certificate of appreciation and awards Recognition ceremony or banquet Media acknowledgement, press releases, website, etc. Perks - training, city paraphernalia, etc. City of Sebastian Workshop 8 4/15/2015 POTENTIAL T MEETINGS Purpose: May be unclear, not understood Plan/agenda: Often ignored i People: Those who should be there are missing Place and space: May be inadequate Time: Most meetings start late and end late Leadership -Climate: If not positive, leader needs the skill of changing the atmosphere Leadership -Conducting: Facilitation skills Follow-up: Ensure decisions are carried out ,t Costs: Supplies, people, time MAKING MEETINGS COUNT • Before the Meeting • Chairprepares the agenda with staff • Time limit agenda by topic • Send advance agenda and information to all members • During the Meeting • Start on time • Ask members if they want to amend agenda • Start with and nick to agenda • prevent interruptions • Iftopirsgenerate a good deal of discussion, assign to small subcommittee to research and report back • Accomplish purpose; restate conclusions; clarify assignments • End on time • After Meeting • Evaluate meeting • Expedite minutes • Follow up City of Sebastian Workshop 4/15/2015 GROUP DYNAMICS Groups we Good for Humans Under most conditions, the productivity of groups is higher than the productivity of individuals Groups make more effective decisions and solve problems more effectively Through group membership, the values of altruism, kindness, consideration, and responsibility are socialized in us The quality of emotional life in terms of friendship, joy, fulfillment, and achievement is greater for groups i - • The quality of everyday life is greater in groups • Conflicts are managed more productively in groups • The groups of significance shape a persons identity, self-esteem, and social competencies to him or her GROUP ROLES TASK ROLES — Facilitate the job to be done • Initiator -Informer: Proposing tasks, goals, actions; defining group problems; suggesting procedure; offering facts; giving an opinion • Clarifier -Summarizer: Interpreting ideas or suggestions; defining terms; clarifying issues before the group; pulling together related ideas; offering a decision of conclusion for the group to consider • Reality Tester: Testing an idea against some data trying to see if the idea would work City of Sebastian Workshop 10 4/15/2015 MAINTENANCE ROLES Facilitate membership in the group • Harmonizer -Compromiser: Mediating; conciliating difference in points of view; making compromises • Gate Keeper -Encourager: Helping to keep communication channels open; facilitating the participation of others; being friendly, warm to others • Consensus Tester: Asking to see if a group is nearing a decision; sending up "trial balloons" to test group opinions BLOCKER ROLES Interfere with the job and the membership • Blocker: Disagreeing and opposing beyond reason; using hidden agenda to thwart the movement of a group • Aggressor -Dominator: Deflating status of others; attacking the group; asserting authority or superiority • Playboy/Playgirl-Awider: Horsing around; staying off subject to avoid commitment preventing group from facing up to controversy City of Sebastian Workshop 11 Parliamentary Procedure (continued) These are general points, proposals, and motions and have no order of procedure over one another. You may introduce any one of them at any time, except: When Motion to Adjourn is pending; (B) When Motion to Recess is pending; (C) Point of Privilege is pending May You Interrupt Is A Second Is The Motion Can This Is Vote Required? YOU WANT TO: YOU SAY: Speaker to Make this Necessary? Debatable? Motion Be What Percent Motion? Amended? Required? 1. Object to error in Point of Order May interrupt speaker No second Not debatable Not amendable No vote required. procedure or to a Chair decides personal affront 2. Request for Point of May interruptururgent and No second Not debatable Not amendable No vote required information information to the point 3. Verify voice vote by I call for a division No interruption permitted No second Not debatable Not amendable No vote required taking actual count of the house BUT division must be UNLESS someone called by Chairman before objects, THEN new motion can be made majority required. 4. Object to I object to May interrupt speaker No second Not debatable Not amendable Two-thirds vote consideration of a consideration of required against matter you consider this question consideration improper or undiplomatic 5. Take up a matter I move we take No interruption permitted Must be Not debatable Not amendable Majority required previously tabled from the table seconded 6. Reconsider I move we May interrupt for record Must be Debatable IF Not amendable Majority required something reconsider our only (Business at hand seconded original motion disposed of action relative to.. takesprecedence) was debatable 7. Consider something I move we May not interrupt speaker Must be Not debatable Not amendable Two-thirds vote out of its' scheduled suspend the rules seconded required order and consider... 8. Vote on a ruling of I appeal the chair's May interrupt speaker Must be Debatable IF Not amendable Majority vote the chair decision seconded original motion required was debatable Parliamentary Procedure at a Glance The motions or points listed below, 1 through 9, are in order of precedence. In other words: A. When anyone of them is pending, you cannot introduce one that is listed BELOW it. B. You can introduce one that is listed above it. May You Interrupt Is Vote Required? Speaker To Make Is A Second Is the Motion Can This What Percent YOU WANT TO: YOU SAY: This Motion? Necessary? Debatable? Motion Be Required? Amended? 1. Adjourn I move we adjourn No interruption A Second is Not debatable Not amendable Majority vote permitted necessary required 2. Recess I move we recess No interruption A Second is Not debatable Majority vote until... permitted required 3. Register a Point of privilege, Mr. Yes, you may -necessary No Second Not debatable (any Not amendable No vote required Complaint Chairman... interrupt needed RESULTING motion (Chair decides) is debatable 4. Suspend further I move we table this No interruption A Second is Not debatable Not amendable Majority vote consideration of a matter permitted necessary required matter To Table 5. End discussion or I move the previous No interruption A Second is Not debatable Not amendable Two-thirds vote further debating of question permitted necessary required a matter 6. Postpone I move we postpone No interruption A Second is Debatable Amendable Majority vote Consideration of a this matter until... permitted necessary required Matter 7. Have further study I move we refer this No interruption A second is Debatable Amendable Majority vote on a matter matter to a committee permitted necessary required 8. Amend a motion I move this motion be No interruption of A Second is Debatable Amendable Majority vote amended to read... speaker permitted necessary required 9. Introduce a matter I move that... May not interrupt A Second is Debatable Amendable Majority vote or business (A speaker necessary required primary motion