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12-11-1991 - Joint Workshop w/CCAC '-' ......, CITY COUNCIL OF EDGEWATER JOINT WORKSHOP WITH CITIZENS COUNCIL ADVISORY COMMITTEE DECEMBER 11, 1991 MINUTES CALL TO ORDER Vice Mayor Martin called the meeting to order at 7:30 p.m. in the Edgewater Library. ROLL CALL Mayor Tanya Wessler Councilman Kirk Jones Councilperson Louise Martin Councilperson NoraJane Gillespie Councilman Michael Hays City Attorney Krista Storey City Manager George McMahon City Clerk Susan Wadsworth Police Chief Lawrence Schumaker Excused E :<cused Present Present Present Present Present Present Present CITIZENS COUNCIL ADVISORY ROLL CALL David Horvath Harry Jones R i chal-d Jones James l'1ac k i e Janet Ptaszek Sandl-a Smi th Absent Present Pl-esent Pl-esent Pl-esent Absent Vice Chairman Martin asked Counc i 1 . s comments, then comments. Councilman we lI'J ill Hays go to to the begin with the commi ttee fOI- Councilman Hays explained this workshop IS for brainstorming and discussing the goals and objectives of this committee. The original purpose of this committee was to bring opinions and concerns to the Council's attention. The Council needs honest input about the decisions they are asked to make and this is one way of communicating with the citizens. He stressed the fact the information needs to be addressed impartially, considering what is best for the entire City, and it looks like we have a good group of people to do that. Councilperson Gillespie reminded everyone that this committee began working very well. They worked on several long term projects, such as the Christmas decorations, the stormwater fee, and the assessment program. She added this committee is the Council's eyes and ears. Then problems developed regarding meeting times and members resigning. She suggested perhaps two small committees could be formed, one group which could meet during the day and the other group in the evening if this would help. Councilman Hays referred to the letter written by Mrs. Woodard (a former board member) regarding the overriding of other board's recommendations to the Council. He stressed this is not the intention. He also added this committee does not need to address themselves with each Council agenda item. Vice Mayor Martin stated the original concept has been lost. This committee was to be a go between from citizens to Council, when needed. Mr. Mackie stated the other boards should be notified that Citizen Council Advisory members will be attending their meetings and not take exception to them being there. ... ..., Vice Mayor Martin explained if they attend another board meeting, they should take the information back to this committee for dis- cussion as a group before they come individually to the Council. Councilman Hays voiced his agreement with that statement. Mr. Mackie said there is no direction for the committee, they have no chairman, Vice chairman, secretary, by-laws. City Attorney Krista Storey gave Councilman Jones' comments; saying that it is his opinion this committee is more of a special projects team. They should gather information and direct it to Council. There will be times when they might need to meet every month, then there may be months they don't have a project to work on so they won't need to meet. We don't want to burn a com- mittee out or let them get frustrated because they are meeting with nothing to do. City Manager George McMahon stated he is actually here to learn, but he suggested it may be helpful if the committee developed a mission statement, submitted it to Council, then Council could come back and discuss it with them. Councilperson Gillespie explained to Mr. already been done. The sheet attached to a good outline of the committee's purpose She stated this committee was developed that this Council wanted all sides of the and the public would have a say. McMahon that this has tonight's agenda gives and job description. from a campaign promise issues to come to them, Mr. Richard Jones stated he has just moved to this City and it is his feeling that the Council should represent the people, not the members of this committee. He stated he is hearing a disarray of what the functions of the committee are. Councilman Hays asked the committee members if there is another internal problem with the committee set up? Mr. Harry Jones stated no one knows what the set up is, so they can't answer that. They need some by-laws, a chairman and vice chairman. He offered an old set of Merit Board by-laws as an example. Councilperson Martin explained it IS a simple matter of someone calls the committee member with a problem and the committee discusses it and then brings it to the Council. She asked if they can not work along these lines without specific by-laws? Mr. Harry Jones suggested published so the public will their names and phone numbers be know to call them and who they are. City Manager George McMahon suggested this information be put in the City newsletter, since it will be delivered to all the residents. Mr. Mackie stated there are still serious problems not being taken care of. There is the problem of meeting times. He explained his thoughts of the committee's functions are to work on projects for the Council and gather information from the public. At this time there was much discussion about when and where to meet. It was generally agreed that the second Wednesday nights would be good, 7:00 and meetings would be held in City Hall if available. -2- "- """ City Attorney Storey informed the committee they should always meet in a public building, due to sunshine laws. She also stated by-laws are not necessary as long as certain details are included in the resolution setting up this committee. Normal operating procedures can be established and simply follow Roberts Rules of Order. Councilperson Martin commented the Council may have rushed to put this committee together, but it was done because they promised closer ties with the public. It seems that they can't function without by-laws. Councilperson Gillespie reiterated what the attorney just said, as long as the details are put in the resolution, they don't need by-laws. She reminded the Council of the ordinance currently pending regarding the board absenteeism which will apply to all City boards. Councilman Hays also remarked about past experiences between former board members and City staff. The City staff is here to help but they should not be subject to the things that were happen i .ng . It was agreed for the committee to meet ne>(t Tuesday, December 17th in City Hall to organize and elect a chairman and vice chairman, come up with a date and time for future meetings. The committee will be able to review the resolution before it is submitted to Council for approval. Councilman Hays commented that the committee should try to keep this an organizational meeting and not try to handle too many projects at one time. Councilperson Martin stated she would like to see them all work together as a team, let the chairman speak for the board. We all want you to succeed. Mrs. Ptaszek commented she agreed with the original concept for this. They should handle one or two items at a time, and not all go in different directions. It was agreed that one more member still needs to be appointed to the committee. Mr. Harry Jones reminded everyone the City use to have a committee to screen applicants for the various boards. It was explained to Mr. Jones that there are not a lot of applications being received currently to have the need for such a board. Councilman Hays suggested a future project for this committee could be to try to generate enthusiasm among the community and recruit interested peope to apply for City boards. City Manager McMahon suggested if this committee has something to bring to the Council, it should be given to his office for their agenda rather than just being brought up during the meeting. This way the Council members will have the opportunity to look into it and not be surprised by subjects at their meetings. Councilman Hays suggested the Council and the committee have another session like this one late in January. Councilperson Gillespie asked Police Chief Schumaker if he wanted to brief this committee on any of his programs? Police Chief Schumaker explained that available for information to anyone. all of his progra.ms are Councilperson Gillespie moved to adjourn. Councilman seconded the motion. The meeting adjourned 8:50 p.m. Hays -3- '-' ~ Minutes submitted by: Debbie Siglel- ..."", i) '-- V.,"-.,' '-... \ 'C~ ( '. " r ') --~ C1v""-^~P' ~J. \ .~ y-A----j 1"1AY1J~ - , Kirk Jones Excused ~~IL_tW<r ~ONE ~NEO Ml~' dkdi)~ COUNCILPERSON - ZONE TWO ~~~~IE THREE .r'/ .7)7 /v'-)'- COUNC IU1AN - ZONE # FOUR / l A TTES]/: -4~f~ CITY CLERf< I .. i Approved this Janual-y, 199 ~. day of '-~~~~- " . \L) 0'['1 AU f) ~\\ ) 1.9 :b ~ I 9.,_/ MAYOR '< -4- II eJ / -,' 7 e__\ ?h '7t..7./