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Here’s The Scoop … LBTS March 17, 2010 Organizational Meeting … #1 … Stamp Of Approval …

March 18, 2010 by Barbara

PUTTING THEIR STAMP ON IT ……..

Dear Readers …This 2010 Organizational meeting was worlds apart from the previous one in 2008 (prev. post)… On this St. Patty’s Day we certainly found out “pot of gold” with this new majority on the Commission… They came forth with a bag of “goodies” for making some much needed to change to the protocol and procedures of handling the meeting over the next 2 years…

In this first post I will go down the list read at the end by Town Attorney Susan Trevarthen with commentary……It was a summary of what will be the body of the new Resolution …

1. Staff table will be moved to the front

BC- Commissioner Dodd…right out of the gate…This is where it used to be before the Administration chose last year to move it back to the rear…We were told many while reasons for the move including it was due to this writer going for water at the water fountain and overlooking the staff’s work…HUH?…Never taken a drink from the water fountain in Jarvis Hall ever…

2. Department Heads at meetings 1 time a month for Department Reports and they will stay until the end of those reports.

If there is an item on the agenda that a commissioner would like to have the Dept. Head available for those items would be moved up to the time of the Dept. Head is present so they can then leave at the conclusion of that portion of the agenda.

For the 1 meeting a month under the current structure where there aren’t departmental reports if there is an item that requires a Dept. Head present the commission can request that, that be the case and it would be at the front of the meeting so they can go home earlier.

BC- Commissioner Dodd’s #2…The Manager made it clear she did not want her Dept, Heads at the meetings preferring to answer herself or have Asst. Olinzock answer…Comm. Dodd called her on it with an incident from last year where Olinzock could not answer a question after Comm. Dodd was denied by the TM to have the person who could be in attendance. The Majority agreed Dept. Heads should return as they always had prior to the last two years…The TM pushed for allowing them to leaver early …thus the moving up of the items near reports…

3. The new seating order of the dais… (facing the dais from left to right…)

Town Manager-Commissioner Clottey- Commissioner Vincent- Town Attorney- Mayor Minnet- Commissioner Sasser- Commisisoner Dodd- Town Clerk

BC- Comm. Dodd’s #3 …He remarked he really wanted her to be at the staff table but did not want her to be portrayed as a victim…and he was not vindictive….The Manager was moved to the end and the Town Atty. was returned to the seat next to the Mayor where the Town Atty. sat prior to the 2008 Org. Mtg. (prev. post)…. Comm. Clottey in one of her early “Nails on a chalkboard moments) said if she was moved down on the dais …Commisisoner Dodd should remain in the mirrored seat at the other end …He accepted that…The Mayor remarked that the Town Manager had previously asked the Mayor to be moved to the end of the dais…The Town Manager replied when asked if she had made that request “Yes I did.”…

4. Commissioner Comments will be a maximum of 5 minutes with no discussion

BC- Commissioner Sasser …Comm. Vincent remarked that they could take the opportunity of using less than 5 minutes…..the audience clapped….The Mayor offered up the commissioners could also take a pass

5. When agenda request are received staff will stamp them as before but on the front rather than the back so others can see it when it has been scanned.

BC- Commissioner Sasser brought this to the dais…The Manager and Town Clerk revealed all are stamped as standard practice…BUT..they are stamped on the back!…Who does that?…This writer willow have to request the May 2007 Town Manager contract  back of the pages to see if it really was included in the backup!…

6. Staff will always provide backup and history as much as possible for commission items.

BC- Comm. Sasser”s #4 … The TM tried unsuccessfully to say this was also standard practice…with a lot of head shaking in response from those in attendance…

7. Commission will be listing their proposed action or motion on the agenda request so people understand what they are attempting to accomplish.

BC- Sasser’s #5… It’s about time…great addition…

8. Commission will specify if they desire or need visual aids such as maps and plans.

BC- Comm. Vincent…He was very clear in explaining it would help to have a visual on some agenda items…Comm.Clottey again “clueless” thought he wanted a streaming “banner” like CNN under the TV/video …HUH?…

9. No personal attacks, only items of Town business on agenda items.

BC- Comm. Vincent fulfilling one of his campaign promises…

10. Use of title and maintenance of respect and decorum Commissioner/Madam Town Manager/ Madam Town Attorney.

BC- Mayor Minnet – to bring back formality and respect…No more “jimmy” and “Esther”…

11. Master Plan Steering Committee handled at March 23 meeting by Resolution- Selection method determined that evening.

BC- Comm. Sasser …This one needs its own post ..to deal with the mess made…BUT…The current MPSC is disbanded per the new commission’s “serve at the pleasure of” practice…those interested in the MPSC better get a form in…disregard the date of March 12 on the Town website and send in application/ not able to get online …pick it up in Jarvis Hall or send for a fax…Selection should be the Sasser introduced “each Comm. appoints a member”…and all vote to affirm…NICE!..

12. Availability of expertise for the boards and committees. They will be advised they will have the availability of expertise and money to the extent they do not already know that. A budget will be developed for MPSC and they will be advised of that availability. Person called on for consultation for a particular meeting does not have to be the continuing services contract, but outside  service coordinated through staff so we can spot if there are issues, procurement process. Generally use staff for hiring and management of outside consultants.

BC- Com.m. Dodd wanted a budget available and outside consultants without the boards waiting for the commission to approve or being told no money was available as happened to MPSC a few months back… Comm. Dodd also wanted the boards to be able to use other consultants than those contracted with Town such as Chen &Assoc….

13.Public Comments …the broadest possible interpretation of personal opinion vs personal attack.

BC- Comm. Dodd in answer to all the contentious and nonfactual accounts that arose in the past 2 years such as the infamous and false “Cuban” slur…(prev. post) that was again perpetrated by the Town Manager at this meeting…along with her claim she had been “called many colors.”…HUH?…

14. The Mayor will make the decision of where the line will be drawn. She can be overruled by a motion and a second and a vote to overrule and she will serve as the parliamentarian.

BC- Comm. Clottey was again way off in not wanting the Mayor to be the Parliamentarian…but earlier Atty. Weiss described that in most municipalities the Mayor is just that…HA!…

15. Everyone to be polite and respectful. 1 warning for disruptive behavior whether you’re a resident, speaker, commissioner who’s ever here at the meeting.

BC- Combo from Comm. Dodd and Comm. Sasser…

16. Can address individual commissioner by name.

BC- Comm. Dodd…clearing up the 2008 org. rule from former VM McIntee once and for all!…

17. Those who come to the podium will stat their name and whether resident or not. Not required to name address.

BC- Comm. Dodd…This writer spoke at end and stated this one should be reconsidered … It should not matter…

18.Those who come to the podium can speak at public comment or reserve their comment to one agenda item. Can also additionally speak at legally required hearings.

BC- Comm. Dodd bringing forth the status quo of the prior meetings…not often adhered to…

19. Mayor has a right to make and second motions without passing the gavel.

BC- Comm. Dodd finally able to rectify his 2008 decision to take that away from the mayor along with the past majority…NICE!…

20. Town Manager “To Do” list , Progress Report , items of the Town. Items will be shown as completed item at the bottom of the list where the TM believes it’s ready to be complete and when her report is approved. Then the item can be removed from the list.

BC- Comm Sasser- Absolutely terrific!… No more Pavilion..warehouse and other items left for unilateral decision making and no direction/ input/knowledge from the commission…She tried unsuccessfully to wiggle out of this…but not with this new dais!…KUDOS!…

21. Round Table Workshops once a month discussing items/no action. Round table will have agenda, backup, appropriate staff, Town Atty. no public comment but open to  public.

BC- This was discussed at the opening of the meeting by Atty. Weiss as he spoke of successful and productive municipalities such as Adventura who uses round tables… The Mayor Minnet  added in…The long time advocate of round tables Comm. Dodd got the nod from this new majority!…

23. Items can go on Commission agenda before round table. Item bogs down, commission can vote to send to round table for further discussion. Action required will have to come back to the commission and meeting.

BC- Comm. Sasser added this one…again great idea for paring down commission marathons!..

24. Commission flexibility to raise emergency items and be flexible on special circumstances in everyone’s good judgment.

BC- Comm. Clottey…who was not clear on her disdain for round tables and over reached for this unnecessary addition…Basically they threw her a bone!…

25.Staff follow up on questions from the podium,. Follow up copied to Town Commission. Standard stating to that effect  to be read at Public Comments from now on.

BC- Mayor Minnet/Comm. Sasser…The TM tried to say it was already being done by Asst. TM Olinzock…but many residents/businesses would not agree…The coped to all commissioners will make it happen from now on…

26. Request those who come to the podium to seek permission from the Mayor to approach the dais beyond the point of the podium.

BC- Comm. Clottey- had to make a remark about the “fishing pole” incident and was prone to great exaggeration in her shameless recollection!…

27.Commissioners will individually have meetings with Town manager to review items and not just communication in writing.

BC- Comm. Clottey made this point after Comm. Sasser asked for communications in writing…From the TMs behavior tonight …it seems it will be the written communication that will be the prevailing communication for most!…OUCH!…

28. There will be a round table regarding purchasing manual and questions regarding the handling of information and decision making of those items.

BC- Comm. Dodd wanted to address the RFPs, RFQs, ITBs…and lower ability for TM to purchase without Comm. input from $15,000 to $10,000

29. Special meetings as much as possible o be held at 7 pm.

BC-Comm. Dodd …all on the dais work and residents have long asked for a later than 5 pm start… Comm. Clotttey again being “off” said she could not be there at 7 pm without notice because she works at night and with notice she could do it…SO?…What’s the problem?…

30. Town Manager will play roll in meeting keeping us on topic if wandering off topic.

BC- Comm. Dodd…Perhaps it was a typo Comm?…The Mayor can do that…this one needs to be redone!…

31. Use of e-mail to be green in Town business.

BC- Comm. Dodd who stated way too much paper from Town Administration…e-mail  … save a tree!

32. Action Agenda will continue and will be provided with slightly longer notes.

BC- Comm. Dodd wanted to abolish it…

33. Draft minutes will be provide at next meeting if possible. More detailed in discussing public comments. Clear and concise regarding decision made.

BC- This would be funny if weren’t so sad…Town Clerk White does the minutes and then they are reviewed by the receptionist and the Asst. Town Clerk …and the Mayor and the Manager …and then Town Clerk White fixes them yet again!….Can no one else do the minutes?…Comm. needs to look into upgrading “Granicus” (website )to do the job as meeting s taking place from the video!…This tech savvy majority need to work with PIO D’Oliveira to upgrade the website…YIKES!…No wonder the Town Clerk has not finished her Town Clerk certification…

34.At the commission meetings we will be consistent in reading back all motions before a vote is taken. We will also read the decision aloud routinely and clarify after the vote is taken.

BC- Comm. Sasser- this will alleviate items like ordinances not prepared correctly…stop signs removed …and have everyon on the same page…This writer spoke to Asst. TM Olinzock on this 2 years ago…his reply…that was not his job!…YIKES!…

35. Contracts, RFPs, RFQs other voluminous backup materials provided to Town commission at least 5 days before the meeting if possible to allow adequate time for review.Power presentations from those affiliated with the Town copies provided to commission at leat 48 hours prior to meeting if possible.

BC- Comm. Sasser…no last minute surprises…Comm. Sasser reads contracts!… YEA!

36. Jarvis Hall in Town Manager’s discretion may schedule for use by State/County elected officials and they can take priority over board meetings when there are not scheduled public hearing that have been notified in newspapers. Those sessions will not be used for electioneering.

BC- Comm. Dodd…this was from a constituent who tried to get the Town to get on board last year but had no luck…now it’s a go!…

37. Commissioner comments will be drawn at random.

BC- Comm. Dodd…so that one  commissioner is not always after the same commissioner….

One other item was to tie the TMs salary (Comm. Dodd) with her performance review…at the the end of the meeting after conferring the Town Atty’s said a look at the employment agreement was “silent” on raises and would need to be negotiated with the Town Manager.

Public comment was allowed…and the commission was given a “save” by former Comm. Dave Wessels…He  welcomed the new commission…and then inquired about the Resolution and the drawback of using a Resolution …it would not offer the flexibility the commission was looking for and referenced for making any changes in the protocol and procedures…

This writer then came to welcome them as well and state that while this meeting was long it will make the regular meetings shorter and succinct….I made some remarks as well on the voting in of the next board/committee members… to appoint as Comm. Sasser advised (post to come)…and to reconsider the resident-non-resident requirement at public comment…but most especially the disturbing information revealed by Mr. Wessels…and asking for the the commission to address it…They did and Atty. Weiss offered up a “way to deal with the flexibility issue by having a provision at the end of the Resolution that says by majority vote by 4/5th vote that the rules can be waived in a particular circumstance and that way there is a Resolution and you do have the flexibility time to time waiving these rules for one reason of another…

BC- A big thanks to Mr. Wessels…BUT…the Town Atty. should have made that problem known as the commission repeatedly said they wanted to be able to change things whenever it was deemed necessary…

The meeting was adjourned…

This  meeting is on the Town website or at least 3 hours of  it is!…WHY?…How can there be another major glitch?…It ends with Comm. Dodd talking about full disclosure for contractors with the Town…It leaves out the Town Manager’s “melt down” and the important list on this post!… WOW!….

http://lbts.granicus.com/MediaPlayer.php?view_id=2&clip_id=298

more to come….

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