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HomeMy WebLinkAbout2002 01 14 Regular I Mailing Agendas and Minutes to Board MembersCOMMISSION AGENDA ITEM I January 14, 2002 Regular Meeting Consent Informational Public Hearing Regular X Mgr. / ~~" ~ ~ept. 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 CITY OF WINTER SPRINGS CITY COMMISSION REGULAR MEETING - JANUARY 14, 2002 REGULAR AGENDA ITEM "1" PAGE 2 OF 4 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. 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 'gust 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 6. The "Postage" Line Code for the `01/'02 Fiscal Year is $2,500.00 7. 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? CITY OF WINTER SPRINGS CITY COMMISSION REGULAR MEETING - JANUARY 14, 2002 REGULAR AGENDA ITEM "I" PAGE 3 OF 4 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. Option 5: A combination of Option 3 and Option 4. 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. CITY OF WINTER SPRINGS CITY COMMISSION REGULAR MEETING - JANUARY 14, 2002 REGULAR AGENDA ITEM "I" PAGE 4 OF 4 ATTACHMENTS: A. Excerpt from the March 13, 2000 Regular Meeting Minutes. B. Sample Survey as mentioned under Recommendations. COMMISSION ACTION: ATTACHMENT < <A> > CITY OF WINTER SPRINGS MINUTES CITY COMMISSION REGULAR MEETING -MARCH 13, 2000 PAGE 15 OF 17 VOTE: COMMISSIONER MILLER: AYE COMMISSIONER McLEOD: AYE COMMISSIONER MARTINEZ: AYE DEPUTY MAYOR GENNELL: AYE MOTION CARRIED. VII. REPORTS A. City Attorney -Anthony Garganese, Esquire Attorney Garganese stated that "Regarding the Lein and Lenzeni versus City of Winter Springs lawsuit, Judge Benson issued an `Order of Recusal' recusing him from the case, and we're waiting for another Judge to be assigned." Attorney Garganese also advised the Commission that he was requesting the approval of the Commission to engage the services of Arthur England, pertaining to the Bond Validation Hearing, specifically "To handle the briefs and the oral argument." "BASED ON THE RECOMMENDATION FROM OUR CITY ATTORNEY, I'LL MAKE A MOTION THAT WE MOVE TO RETAIN MR. ENGLAND TO REPRESENT US IN THE SUPREME COURT, IN THIS IMPORTANT CASE; WHICH GIVES US A POSSIBILITY OF PREVAILING." MOTION BY COMMISSIONER MARTINEZ. SECONDED BY DEPUTY MAYOR GENNELL. Tape 2/Side B Brief discussion on the $25,000 fees, and what the fees are comprised of. VOTE: COMMISSIONER MARTINEZ: AYE COMMISSIONER McLEOD: AYE DEPUTY MAYOR GENNELL: AYE COMMISSIONER MILLER: AYE MOTION CARRIED. B. City Manager -Ronald W. McLemore Public WorkslUtility Department Director Mr. Lockcuff had no report, however he thanked the Commission for their patience regarding the problem with the lights on the dais. C. City Clerk -Andrea Lorenzo-Luaces City Clerk Andrea Lorenzo-Luaces advised the Mayor and Commission that since the January 31, 2000 Joint Workshop between the Commission and the Advisory Boards and CITY OF WINTER SPRINGS MINUTES CITY COMMISSION REGULAR MEETING -MARCH 13, 2000 PAGE 16 OF 17 Committees, all Agendas and Minutes of all City Commission meetings are being sent out to all Board and Committee Members. On behalf of the Mayor, Commission, and City Manager, a cake was presented to Commissioner Martinez for his Birthday. D. Commission Seat I -Robert S. Miller Commissioner Miller mentioned an e-mail document, which degraded certain City Officials, and asked Attorney Garganese about such defamation issues. Brief discussion. E. Commission Seat II -Michael S. Blake Absent. F. Commission Seat IV -Edward Martinez, Jr. Commissioner Martinez spoke of a letter from a homeowner (near the Oveido Marketplace Mall), and suggested that assistance be given regarding the noise. Commissioner Martinez then mentioned the minutes from the February 2, 2000 Planning and Zoning Board which identifies concerns with 20-358. and 20-359. of the Code of Ordinances; and he said, "I would like, maybe, for the City Manager to get together with the Plarming and Zoning Board and bring back to this Commission, something that we could work on to make this a more palatable Section of our Code." Brief discussion. Commissioner Martinez spoke about being notified by the Seminole County School Board about a new site (the North side of State Road 419, near the intersection of State Road 434), for a new elementary school. G. Commission Seat IV -Cindy Gennell Deputy Mayor Gennell asked about a Board Appreciation Dinner, and asked to have the City Clerk survey the Commission for dates for this event. Deputy Mayor Gennell mentioned that Staff should review the Arbor Ordinance, as there is eitl-~er a $25.00 fee or a $200.00 fee (for commercial), and nothing in between. Deputy Mayor Gennell stated, "I would like the Commission to direct the Staff to visit that and con-~e back with some suggestions for us to modify that somewhat." This was agreed to with consensus of the Commission. H. Commission Seat V -David W. McLeod Commissioner McLeod stated that he was very familiar with the site for the proposed new school that Commissioner Martinez mentioned, and that he previously had had the site under contract, and had donated all environmental and site tests that had been done to the School Board. However, Commissioner McLeod suggested that the site on State ATTACHMENT «B» CITY OF WINTER SPRINGS ADVISORY BOARD & COMMITTEE MEMBER SURVEY For almost two years, the City Commission has requested that Agendas and Minutes be sent to all of the Advisory Board and Committee Members. In an effort to find out if this is something that the majority of the City's Advisory Boards and Committees feel is informative and helpful, we would appreciate your input by your answer to the following questions: 1) Do you find Agendas and Minutes to be informative a) Yes and of interest? b) No c) Only if it deals with the Advisory 2) Do you wish to continue receiving the Agendas and Minutes for upcoming City Commission Workshops and Meetings? 3a) If you answered "Yes" to question 2), do you want to receive them prior to City Commission Workshops and Meetings, or do you just want to know that such Workshops/Meetings were held? Board/Committee that I serve on a) Yes b) No c) No opinion either way a) Yes, I want to know in advance b) No, I don't care to know in advance, send them anytime c) No opinion either way b) Would you be willing to access them on the City's a) Yes, and I have Internet access Website? b) No c) No, this is not possible as I don't have Internet access 4) As an option -would you still like to receive Agendas and a) Yes, anytime is fine Minutes, but you would be willing to receive them at b) No, this would not be acceptable your Advisory BoardlCommittee Meetings, even if it is after c) No, I don't care to get them at all when the Workshops/Meetings were held? d) No opinion either way Please fill in the following: (Optional) Name: Address: Telephone Number: I serve on the: Comments: Please mail in the enclosed addressed and stamped envelope. Thank you for your assistance.