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HomeMy WebLinkAbout07141998 City of sebastian ~225 MAiN STREET C] SEIsASTIAN' FLORIDA 32958 TELEPHONE [5611 58%5537 C~ FAX ~561/58%2566 cITY OF SEBASTIAN B~DGET ADVISORY COMMITTEE MINUTES OF REGULAR MEETING ~CLY 14,199S MINUTES OF MEETING ttELD~~-----~-~ A.PpRoVED AT MEETING ttELD~----'-'~ pZivlA~,DOC CITY OF SEBASTIAN BUDGET ADVISORY COMMITTEE MINUTES OF FIRST MEETING JULY 14, 1998 Mr. Thomas Frame, City Manager, called the meeting to order at 2:02 P.M. Pledge of Allegiance was said. ROLL CALL: Present: Mr. Barczyk Mr. Connelly Mr. Munsart Mr. Napier Mr. Smith Ms. West Also Present: Thomas Frame, City Manager Janet Isman, Finance Director Nancy Veidt, Recording Secretary Ann Brack, Community Development Martha Wininger, Vice Mayor SELECT CHAIRMAN AND VICE CHAIRMAN: Nomination by Connelly/Barczyk I nominate Karen West for Chairman There were no other nominees for this position; Ms. West was declared Chairman. NOMINATION by Smith/Napier I nominate Larry Napier for Vice Chairman. NOMINATION by Connelly/Munsart I nominate Joe Barczyk for Vice Chairman. Vote was taken. The vote was as follows: LarD' Napier 2 Joe Barczyk 4 Joe Barczyk was declared Vice Chairman. SETFING OF FUTURE MEETING DATES Mr. Frame explained the availability of City Hall was limited during the evening hours. There was discussion of daytime vs nighttime meetings and alternate meeting sites that would be available. MOTION by Connelly/Munsart I move we meet every Wednesday at 1:00 p.m.; if there's reason not have a meeting it can be canceled by the Chair. A voice vote was taken. The vote was 6-0 - Motion carried. Mr. Munsart questioned his legal ability to sit on this board since he is Chairman of Planning and Zoning. Mr. Fraane stated that since this was a temporary board, the rules do not prohibit him from sitting on more than one board as long as the addition is temporary in nature. Since this is not an ongoing committee there is no conflict. Mr. Frame offered to supply a sample of standard meeting procedures to review at the next meeting. He stated that this would typically follow Roberts Rules of Order. Mr. Connelly questioned whether a meeting could be held with 2 days notice and still comply with the Sunshine Law. Mr. Frmm advised that they would need 24 hours notice. Mr. Smith recommesutcd developing a Mission Statement to establish some principals of how the Committee plans to operate, set goals, and address issues, such as minority opinions. There was discussion regarding time constraints and obtaining Mission Statements from other Cities. MOTION by Smith/Cormelly This Committee develop a Mission Statement before we start out on examining the City of Sebastian's Budget. MOTION TO AMEND by Connclly/Smith Strik~ the word '"ocfore" Voice vote was taken on Amendment. The vote was 5 - 1, motion carried Voice vote was taken on Motion. The vote was 6 - 0, motion carried. MOTiON by Connelly/Smith I make a motion that Mr. Smith chair the formation of the Mission Statement. Voice vote was taken. The vote was 6 - 0, motion carried. Mr. Napier questioned whether both Revenues and Expenditures will be analyzed. It was decided Mr. Napier requested papers containing actual revenues last year as compared to budget or for the City to supply copies of Financial Statements and Monthly Operating Statements. Requests were also made for copies of present Budget and the City of Safety Harbor's Budget Committee guidelines. Mr. Smith asked other Committee members for their thoughts and/or guidance on the Mission Statement Mr. Napier questioned whether there was more documentation regarding individual department requests for expenditures. Janet Isman explained the overall justification was contained in the proposed budget. However, all backup materials would be made available for review. Mr. Frame and Ms. Isman ~ated that some specific questiom regarding larger items may be better handled by asking the Department Head directly. Mr. Frame advised that with reasonable notice, Department Heads will be available for Committee meetin~ on a stand-by basis. There was discussion between Mr. Connelly and Mr. Napier regarding the level of needs of the Committee. Martha Wininger questioned whether the Committee has been instructed on the Sunshine Law. Mr. Frame gave a brief explanation of the Sunshine Law. All members indicated they had Sunshine Law handbooks. Mr. Smith questioned if there was any ~ology where Committee Members could provide every member of the Committee a copy of any memo that they sent to him regarding the Mission Statement. Mr. Frame suggested that if there was input to the Mission statement that the Committee Members should send the information to the City Manager and he will convey the information to Mr. Smith. In order to have the Mission Statement ready for next Wednesday, Mr. Smith would like information by the close of business on Tuesday. Ms. West requested that the following items be placed on the next Agenda: Discuss and develop Mission Statement Discussion on specific Budget items The meeting was adjourned at 3:26 p.m.