The URL can be used to link to this page

Home My WebLink About01-25-2002 Commission AgendaSubject: Date: Fri, 25 Jan 2002 09:03:30 -0500 From: Andrea Lorenzo-Luaces <alorenzo-luaces@winterspringsfl.org> To: "'ssandridge@orlandolaw.net"' <ssandridge@orlandolaw.net> �Y Susan - Thanks for your help! ( COMMISSION AGENDA 4,4(�� January 14, 2002 Regular Meeting Consent Informational Public Hearing Regular X Mgr. / Dept. Authorization REQUEST: The City Clerk requests that the City Commission consider information pertaining to the current practice of mailing City Commission Agendas and Minutes to Advisory Board and Committee Members. PURPOSE: This Agenda Item's purpose is to have the City Commission decide if they wish to continue the practice of mailing City Commission Agendas and Minutes to Advisory Board and Committee Members, with consideration of the involved costs; and to see if the City Commission would consider several possible alternatives. CONSIDERATIONS: * At the Workshop held on January 31, 2000 between the City Commission and Members of the City's Advisory Boards and Committees, discussion ensued on providing the Agendas and Minutes to the City's Advisory Boards and Committees. As the City Commission desired, following that Workshop, City Commission Agendas and Minutes were (and are being) sent out to all current Advisory Board and Committee Members. The only exception to this has been that if a City Commission Special Meeting was called late in the week without enough time to send a City Commission Agenda to each Board/Committee Member, then the City Commission's Agenda was not sent out. * The normal procedure involves making copies of each City Commission Agenda and each set of City Commission Minutes (to be approved on the current Agenda). These items are sent to each Advisory Board and Committee Member in a mailing envelope, usually on the Thursday or Friday prior to a City Commission Meeting. If at possible, we try to include in these mailings any Advisory Board and Committee Agendas and their respective Minutes to save time and money. 1/28/02 8:54 A\1 FUNDING: 1. The average cost for a five (5) page Agenda and one set of Minutes (at an average of 33 pages), plus the mailing envelope is approximately $1.95. 2. Currently, we are sending out packages to forty-eight (48) Advisory Board/Committee Members. 3. On the average, for the sample mailing as suggested under 1., the cost would be approximately $93.60. 4. Considering just Regular City Commission Meetings, at an average of twenty-five (25) Regular City Commission Meetings per year, this would amount to a total of approximately $2,340.00. 5. Not included in the above numbers are: * Other City Commission Workshops or City Commission Special Meetings which were held and most likely will continue to be held * Lengthier Minutes or Minutes with verbatim transcripts * Advisory Board and Committee packages for eight (8) Boards/Committees * Costs for paper, mailing envelopes, and staff time 1. The "Postage" Line Code for the '01/'02 Fiscal Year is $2,500.00 2. At the current rate, a supplemental appropriation will surely be needed sometime during this fiscal year. SUGGESTIONS: The City Commission is asked to consider the information presented under this Agenda Item, and evaluate the following points: 1. Does the City Commission still desire to have Advisory Board and Committee Members receive City Commission Agendas and Minutes as is done at the present time, with the understanding of the costs involved to do this? 2. Would the City Commission prefer to receive feedback from Members of the City's Advisory Boards and Committees, perhaps in the form of a survey that is attached - prior to making any possibly different decisions? (This information could be brought back to the City Commission as an Agenda Item, at a future Meeting). 3. If a survey is desired, is the City Commission agreeable with the proposed survey (see Attachment "B") that could be sent to all Advisory Board and Committee Members for their input? RECOMMENDATIONS: * The City Commission could decide on any of the following suggested options: Option 1: Continue with the current practice of having City Commission Agendas and Minutes mailed out to all Advisory Board and Committee Members. Option 2: Only have City Commission Agendas and Minutes mailed out to the Advisory Board and Committee Members that wish to receive them. Option 3: Have City Commission Agendas and Minutes available at each Advisory Board/Committee Meeting, should anyone on the Board or Committee wish to get a copy. Option 4: Advise all Advisory Board and Committee Members that the City Commission Agenda and Minutes are available on the City's Website. 2 of 4 1/28/02 8:54 AM e fi Option 4. Option 5: A combination of Option 3 and NOTE: If the City Commission still feels that it is in the best interest of the Advisory Boards and Committee Members to receive Agendas and Minutes from City Commission Meetings, or if the City Commission desires to comply with the comments made by the majority of the Advisory Board and Committee Members and forward Advisory Board and Committee Members City Commission Agendas and Minutes as requested - it would be highly desirable that only one means of disposition be decided upon, unless Option 5 is decided upon. This will save a great amount of time and possible confusion. ATTACHMENTS: A. Excerpt from the March 13, 2000 Regular Meeting Minutes. B. Sample Survey as mentioned under Recommendations. COMMISSION ACTION: REGULAR H. Office Of The City Clerk Requests That The City Commission Current Practice Of Mailing City Board And Committee Members. Tape 3/Side A Consider Information Pertaining To The Commission Agendas And Minutes To Advisory Note: There were technical difficulties with the beginning of Tape 3. Deputy Mayor Gennell asked if the Agendas and Minutes from City Commission Meetings were on the City's Website and City Clerk, Andrea Lorenzo-Luaces responded that they were. Deputy Mayor Gennell then inquired, "Are the Minutes and Agendas of all the other Boards also on the Website?" City Clerk Lorenzo-Luaces stated, "Not at this time." Deputy Mayor Gennell then suggested that in other ventures, she has noted that "As things went on the Website, they sent out a letter to each person receiving the information, basically to purge their list, saying - we are now available on the Website and it would be more desirable to disseminate information in that manner. If you desire to still receive a hard copy, please let us know by such and such date. And, that was very effective and if someone really wants a hard copy, they get it. If somebody doesn't care at all, they don't answer, so you just quit sending to them. So, I would recommend that we do that." Commissioner Blake stated, "Option 5." Mayor Partyka then asked City Clerk Lorenzo-Luaces, "Why would we not put all the Minutes of all the Boards on our Website? I though we were doing that." City Clerk Lorenzo-Luaces responded, "We were planning to, we just haven't done that. We were mostly focusing on the City Commission." Mayor Partyka then stated, "But I thought that was just a normal administrative process to get them on there, I mean all the stuff that's supposed to be on there. City Manager?" Manager McLemore stated, "Actually, I thought we were. I'll be checking on it. I'll have a check on it and give you an answer." Mayor Partyka stated, "Okay, that's fine." 3 of 4 1/28/02 8:54 AM "I WOULD SUGGEST THAT WE USE OPTION 2 AND 4. 2 SAYS ONLY HAVE THE COMMISSION AGENDAS AND MINUTES MAILED OUT TO ADVISORY BOARD AND COMMITTEE MEMBERS WHO WISH TO RECEIVE THEM. I THINK THE WAY TO DETERMINE THAT IS TO SEND A LETTER OUT DOING NUMBER 4, ADVISE ALL THE MEMBERS THAT THE CITY COMMISSION AGENDAS ARE AVAILABLE ON THE CITY'S WEBSITE. ASK THOSE THAT REALLY WANT TO CONTINUE RECEIVING A HARD COPY TO ADVISE THE CITY CLERK WITHIN A SET TIME. THAT'S MY MOTION." MOTION BY DEPUTY MAYOR GENNELL. SECONDED BY COMMISSIONER MARTINEZ. DISCUSSION. "I'LL MAKE A MOTION TO AMEND THE MOTION TO B�04A�ROMEETINGS 5 WHICH WILL HAVE THE T, " lTl"r7C7 L1RTC11'!� v i.. iv t�typ HVHILHYSL P, H1 EACH OF-TAE� HERE, AND COPIES OF WHATEVER NUMBER ARE REQUIRED, NO MORE THAN THAT; AND SECONDLY, IT WILL PLACE ALL OF THE INFORMATION ON THE WEBSITE, WHICH IS WHERE IT OUGHT TO BE ANYWAY, WHERE WE CAN SAVE SOME MONEY." AMENDMENT TO THE MOTION BY COMMISSIONER BLAKE. SECONDED BY COMMISSIONER McLEOD. DISCUSSION. COMMISSIONER McLEOD ADDED, "I DO THINK THAT WE NEED TO STOP MAILING SO MUCH STUFF OUT." VOTE: (ON THE AMENDMENT) COMMISSIONER McLEOD: AYE COMMISSIONER BLAKE: AYE DEPUTY MAYOR GENNELL: NAY COMMISSIONER MARTINEZ: NAY MAYOR PARTYKA: AYE MOTION CARRIED. VOTE: (ON THE MOTION, AS AMENDED) COMMISSIONER MARTINEZ: AYE COMMISSIONER BLAKE: AYE COMMISSIONER McLEOD: AYE DEPUTY MAYOR GENNELL: AYE MOTION CARRIED. Thanks, Andrea Andrea Lorenzo-Luaces, CMC City Clerk City of Winter Springs 1126 East State Road 434 Winter Springs, Florida 32708 email: alorenzo-luaces@winterspringsfl.org Telephone: (407) 327-5955 Facsimile: (407) 327-4753 of 4 I/28/02 8:54 AM