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03-30-95 Annual Org · DELRA Y BEACH ~ AII·America Ci, CITY OF DELMY BEACH. FLORIDA - ÇI'l:I ¡;;QtII:I~S§¡OI\ " II ~ ANNUAL ORGANIZATIONAL MEETING - MARCH 30. 1995 - 6:00 P.M. COMMISSION CHAMBERS ***************************************************************** The City will furnish appropriate auxiliary aids and services where necessary to afford an individual with a disability an equal opportunity to participate in and enjoy the benefits of a service, program or activity conducted by the City. Please contact Doug Randolph at 407/243-7127 (voice) or 243-7199 (TDD), 24 hours prior to the program or activity in order for the City to reasonably accommodate your request. Adaptive listening devices are available for meetings in the Commission Chambers. ***************************************************************** AGENDA ( 1) Roll Call. (2) Pledge of Allegiance to the Flag. (3) Selection of Vice-Mayor (for the term March 30, 1995 through March 28, 1996). (4) Selection of Deputy Vice-Mayor (for the term March 30, 1995 through March 28, 1996). (5) Review and acceptance of regularly scheduled City Commission meeting dates for the period April 1995 through March 1996. (6) Review and adoption of Rules of Procedure - Delray Beach City Commission (Local Rules). (7) Review of City Commission liaison appointments to the various advisory boards and outside agencies. (8) Discussion - Goal Setting 1995/96 (9) Presentation of statements, if desired, by Commission members. =======================================-========================= Please be advised that if a person decides to appeal any decision made by the City Commission with respect to any matter considered at this meeting, such person will need a record of these proceedings and may need to ensure that a verbatim record includes the testimony and evidence upon which the appeal is to be based. The City does not provide nor prepare such record. . ()Þ? . &/~/t(-O M E M 0 RAN DUM TO: Mayor and City Commissioners THRU: David T. Harden, city Manager fit{ FROM: Alison MacGregor Harty, City Clerk~ SUBJECT: City Commission Meetinq Dates DATE: March 27, 1995 Listed below are the regularly scheduled City Commission meeting dates for the period April 1995 through March 1996. The only deviation from the normal schedule is the change to the workshop meeting ·for the second Tuesday in March, 1996. Since this is the date of the municipal election, the work session will be held on the Wednesday immediately following election day (per Local Rules) . All regularly scheduled City Commission meetings begin at 6:00 p.m. We have identified two conflicts which require direction from Commission. The first is for the month of July, 1995. The Fourth of July holiday falls on the first Tuesday of the month, so the regular meeting for that date needs to be rescheduled. The second is in the month of October, 1995. The religious observance of Yom Kippur begins at sundown on Tuesday, October 3, 1995, conflicting with a regular meeting date. Options include moving the meetings to an another evening within the week or rescheduling to alternate weeks. Apart from these two conflicts, the meetings are scheduled as follows: April 4, 1995 - Regular Meeting April 11, 1995 - Workshop Meeting April 18, 1995 - Regular Meeting May 2, 1995 - Regular Meeting May 9, 1995 - Workshop Meeting May 16, 1995 - Regular Meeting June 6, 1995 - Regular Me.eting June 13, 1995 - Workshop Meeting June 20, 1995 - Regular Meeting ~ - Regular Meeting July 11, 1995 -~ - Workshop Meeting July 18, 1995 -~ - Regular Meeting *Requires direction from Commission ~tpd.( J~ ð~ (s) . . August 1, 1995 - Regular Meeting August 8, 1995 - Workshop Meeting August 15, 1995 - Regular Meeting September 5, 1995 - Regular Meeting September 12, 1995 - Workshop Meeting September 19, 1995 - Regular Meeting O~o~~~ __, 1995* - Regular Meeting b-Cf October 10, 1995 Þ'1 - Workshop Meeting ~ /0/;;1 Oc1:-0ber 17, 1995 tAI.5 - Regular Meeting *Requires direction from Commission November 7, 1995 - Regular Meeting November 14, 1995 - Workshop Meeting November 21, 1995 - Regular Meeting December 5, 1995 - Regular Meeting December 12, 1994 - Regular Meeting January 2, 1996 - Regular Meeting January 9, 1996 - Workshop Meeting January 16, 1996 - Regular Meeting February 6, 1996 - Regular Meeting February 13, 1996 - Workshop Meeting February 20, 1996 - Regular Meeting March 5, 1996 - Regular Meeting March 12, 1996 - MUNICIPAL ELECTION DAY March 13, 1996 - Workshop Meeting (Wednesday) March 19, 1996 - Regular Meeting March 28, 1996 - Annual Organizational Meeting The action requested of the Commission is to review and approve the regularly scheduled meeting dates for the period April 1995 through March 1996, subject to direction for the months of July and October, 1995, and any additional modifications the Commission may deem appropriate. AMH/m ref:mtgdates · M E M 0 RAN D U M TO: Mayor and City Commissioners THRU: David T. Harden, City Manager fit{ FROM: Alison MacGregor Harty, City Clerk~ SUBJECT: City Commission Meeting Dates DATE: March 27, 1995 Listed below are the regularly scheduled City Commission meeting dates for the period April 1995 through March 1996. The only deviation from the normal schedule is the change to the workshop meeting for the second Tuesday in March, 1996. Since this is the date of the municipal election, the work session will be held on the Wednesday immediately following election day (per Local Rules) . All regularly scheduled City Commission meetings begin at 6:00 p.m. We have identified two conflicts which require direction from Commission. The first is for the month of July, 1995. The Fourth of July holiday falls on the first Tuesday of the month, so the regular meeting for that date needs to be rescheduled. The second is in the month of October, 1995. The religious observance of Yom Kippur begins at sundown on Tuesday, October 3, 1995, conflicting with a regular meeting date. Options include moving the meetings to an another evening within the week or rescheduling to alternate weeks. Apart from these two conflicts, the meetings are scheduled as follows: April 4, 1995 - Regular Meeting April 11, 1995 - Workshop Meeting April 18, 1995 - Regular Meeting May 2, 1995 - Regular Meeting May 9 I 1995 - Workshop Meeting May 16, 1995 - Regular Meeting June 61 1995 - Regular Meeting June 13, 1995 - Workshop Meeting June 201 1995 - Regular Meeting July _, 1995* - Regular Meeting July 11, 1995 - Workshop Meeting July 18, 1995 - Regular Meeting *Requires direction from Commission (s) · , August 1, 1995 - Regular Meeting August 8, 1995 - Workshop Meeting August 15, 1995 - Regular Meeting September 51 1995 - Regular Meeting September 12, 1995 - Workshop Meeting September 19, 1995 - Regular Meeting October --' 1995* - Regular Meeting October 10, 1995 - Workshop Meeting October 17, 1995 - Regular Meeting *Requires direction from Commission November 7, 1995 - Regular Meeting November 14, 1995 - Workshop Meeting November 21, 1995 - Regular Meeting December 5, 1995 - Regular Meeting December 12, 1994 - Regular Meeting January 21 1996 - Regular Meeting January 91 1996 - Workshop Meeting January 16, 1996 - Regular Meeting February 61 1996 - Regular Meeting February 13, 1996 - Workshop Meeting February 20, 1996 - Regular Meeting March 5, 1996 - Regular Meeting March 12, 1996 - MUNICIPAL ELECTION DAY March 13, 1996 - Workshop Meeting (Wednesday) March 19, 1996 - Regular Meeting March 281 1996 - Annual Organizational Meeting The action requested of the Commission is to review and approve the regularly scheduled meeting dates for the period April 1995 through March 1996, subject to direction for the months of July and October, 19951 and any additional modifications the Commission may deem appropriate. AMH/m ref:mtgdates ., . . M E M 0 RAN D U M TO: Mayor and City Commissioners THRU: David T. Harden, City Manager tJlt{ FROM: Alison MacGregor HartYI City Clerk {J¡rr\ SUBJECT: Rules of Procedure - City Commissio~ (Local Rules) DATE: March 27, 1995 ------------------------------------------------------------------- ------------------------------------------------------------------- Attached for your review are the Rules of Procedure for the City Commission as they are proposed for adoption at the organizational meeting on March 30, 1995. : The action requested is formal adoption of the Rules of Procedure (Local Rules) of the Delray Beach City Commission for the ensuing year. V l/~O AMH/m Attachment (6) · RULES OF PROCEDURE - DELRAY BEACH CITY COMMISSION I. GENERAL PARLIAMENTARY RULES. The general parliamentary procedure to be followed by the City Commission of the City of Delray Beach, Florida, except as otherwise modified by the City Commission or as modified or amended herein, shall be in accordance with the rules of parliamentary procedures entitled nRoberts Rules of Ordern, being reprint of the 1907 edition. II. LOCAL RULES. A. The following Local Rules of Procedure shall be applicable to the organization and conduct of business, as well as preparation and publication of agendas, of the City Commission of the City of Delray Beach, Florida. To the extent these Local Rules shall modify or conflict with the standard nRoberts Rules of Ordern as adopted above, these Local Rules shall prevail to the extent of their conflict or inconsistency with nRoberts Rules of Ordern. 1. Regular meetings of the City Commission shall be held on the first and third Tuesdays of each month, with the exceptions of the month of December and any Delray Beach municipal election dates, at 6:00 p.m., in City Hall. During the month of December only, the regular City Commission meetings shall occur on the first and second Tuesdays at 6:00 p.m. at City Hall. There shall be no regular City Commission meeting on the date of a Delray Beach municipal election. A meeting that would otherwise have been scheduled for such date shall be held on the Wednesday immediately following the election date at 6:00 p.m. at City Hall. 2. Workshop meetings of the City Commission shall be held on the second Tuesday of each month, except that there shall be no workshops ln the month of December, at 6:00 p.m. in City Hall. 3. All regular City Commission meetings shall be held in the City Commission Chambers at City Hall, unless otherwise designated by the City Commission. All workshop City Commission meetings will be held in the First Floor Conference Room or Commission Chambers at City Hall, as determined by the City Manager. · Rules of Procedure Delray Beach City Commission Page Two 4. There may also be special workshop meetings at such other times as so designated in advance by the City Commission for the purposes of holding joint meetings with City boards, etc., to include receiving annual reports and presentations from the City's boards, committees, agencies and authorities, or for such other purposes as may be deemed necessary or desirable by the Commission. 5. Special meetings shall be called at the request of the Mayor in accordance with the provisions of the City Charter and the Code of Ordinances. 6. To the extent compatible with the conduct of business, all workshop meetings shall be held on an informal basis. The applicability of the City's general rules shall not be strictly applied. Public Comments after presentations shall be limited to two (2) minutes at the Mayor's discretion or consensus of the Commission. 7. Although appropriate members of the City Attorney's Office and City Administration may place items on either the workshop or the regular agendas, all regular agendas shall be subject to review in advance by the Mayor prior to their publication, excepting that a majority of the members of the City Commission may request that the City Manager's Office place or remove an item on such regular agendas, and that all such regular agendas shall be further subject to the approval of the City Commission preceding the conduct of business at each such meeting. 8. With regard to the agenda for regular City Commission meetings the following shall apply: a. To the extent possible, the City Administration shall group all matters by subject area, and shall place as many as possible on the consent portion of the agenda. · Rules of Procedure Delray Beach City Commission Page Three b. The agenda format shall be generally as follows: A call to order, invocation, pledge of allegiance, formal approval of the agenda, formal approval of minutes, proclamations and presentations, if any, the consent agenda, the regular agenda, public hearings, public comments and inquiries from the floor concerning items not on the approved agenda, first readings of ordinances, followed by items not specifically on the published agenda from the City Manager, the City Attorney and from members of the City Commission. The public hearing segment of the agenda shall be duly advertised for and shall commence at 7:00 p.m. or shortly thereafter. c. Any items received during the non-agendaed items section of the regular agenda may, at the discretion of the Commission, be discussed by the City Commission at the time of such presentation, may be directed by the Commission to the City Manager for action or resolution, or may be added to a subsequent workshop agenda if a member of the City Commission so specifically requests. d. There shall be no votes taken on any non-published/non-agendaed items, except upon the declaration of an emergency. The declaration of emergency shall only be determined upon the affirmative vote of no less than four (4) members, or a unanimous vote if only three (3) City Commission members are present and voting on such motion. These rules are not intended to and shall not supersede the procedures and requirements of the City Charter, Code of Ordinances or State Statute with regard to emergency matters for consideration by the City Commission. e. All public input on agendaed or non-agendaed items shall be limited to not more than three (3) minutes per person, subj ect to an extension of such time upon the formal approval by a majority vote of the City Commission members present and voting on such request for extension of time. · Rules of Procedure Delray Beach City Commission Page Four f. The Mayor shall have the authority to limit immaterial, unnecessary or redundant presentations or requests. g. Public input on agendaed items, other than those that are specifically set for a formal public hearing, shall be at the specific request of individual City Commission members. III. CITY BOARD. COMMITTEE. COMMISSION AND AGENDA APPOINTMENTS. A. All appointments to city boards, commissions and committees whose members are not subject to appointment by other entities, and in accordance with any applicable restrictions by State Statute, shall be made in accordance with the following procedures: 1. All vacancies subject to appointment to such city boards, commissions and committees shall be made on a nomination basis by each of the members of the City Commission. This nomination shall be construed to be a Motion to Appoint, which must be seconded by another member of the City Commission then present and voting, and then adopted by an affirmative vote of no less than three (3) votes. If a Commissioner makes a nomination/motion and this motion either fails for lack of a second or does not receive a sufficient number of affirmative votes, then that Commissioner shall have one additional opportunity to make a secondary nomination for this vacancy at this same meeting or the next successive regular meeting. If that appointment should also fail for lack of a second to the nomination or by not receiving sufficient affirmative votes, then the nomination shall rotate to the next appropriate Commissioner. 2. The rotation system shall be by numbered Commission seat and insofar as possible, each Commission seat shall be assigned an equal number of initial appointments from the date of adoption of these Rules, i.e.: . Rules of Procedure Delray Beach City Commission Page Five Board A -- Order of rotation: Seat 1, Seat 2, Seat 3, Seat 4, Seat 5 Board B -- Order of rotation: Seat 2, Seat 3, Seat 4, Seat 5, Seat 1, Seat 2, etc. Board C -- Order of rotation: Seat 3, Seat 4, Seat 5, Seat 1, Seat 2, Seat 3, etc. Board D -- Order of rotation: Seat 4, Seat 5, Seat I, Seat 2, Seat 3, Seat 4, etc. 3. A separate rotation list shall be established by the City Clerk's Office for each such City board, commission or committee, and the City Clerk's Office shall maintain records of the rotation list, the status of same, and the nominations made by each Commissioner. In the instance where a vacancy is available at a City Commission meeting where the Commissioner who is next on the rotation is absent, then the City Commission shall postpone to the next regular meeting this appointment. Should this Commissioner not be present at this subsequent meeting, then the nomination ability shall pass to the next Commissioner on the rotation system present at that meeting. 4. Appointments for vacancies occurring on a board wherein the particular member has, for whatever reason, not fulfilled their entire term of membership on that particular board, commission or committee, shall be to complete the unexpired term only. 5. The City Commission retains the right to waive these requirements by the affirmative vote of no less than four (4 ) members of the City Commission under circumstances that would be in the best interest of the City (or unanimous vote if only three members of the City Commission are present and voting on such motion) . . . . Rules of Procedure Delray Beach City Commission Page Six 6. These rules, when adopted, shall supersede any other general rules or local rules which are inconsistent herewith, to the extent of such inconsistency. Approved and adopted by the City Commission of the City of Delray Beach, Florida, by a vote of "1- 0 , at the Annual Organizational Meeting held on March 30, 1995. ATTEST: ÛbMn~<j;~Ær4 Alison MacGrego Harty City Clerk Ref:RULES . ., -; M E M 0 RAN DUM TO: Mayor and City Commissioners THRU: David T. Harden, City Manager t'ft1 FROM: Alison MacGregor Harty, City Clerk ~ SUBJECT: City Commission Liaison Assignments DATE: March 27, 1995 ------------------------------------------------------------------- ------------------------------------------------------------------- Attached is a list of current Commission liaison assignments to the various advisory boards, committees and outside agencies, together with an outline of when and where the boards hold their meetings. Commissioner Smith is presently the primary liaison to the Parking Management Teaml the Downtown Development Authority, and the Planning and Zoning Board. She is also the alternate for Kid~ and Cops. She would like to be considered as primary liaison to the Community Redevelopment Agency. If assigned to the CRAI Mrs. Smith would like to be relieved of the Parking Management Team. The liaison assignments are presented for your review. The action requested is formal assignment of the various Commission liaison positions. ? Cw-~ ~¡J J) ~ AMH/m Attachment cc: Anita Barba, Executive Assistant , (7) · CITY COMMISSION LIAISON ASSIGNMENTS Below is a list of Commission liaison assignments to the various advisory boards and committees, and outside agencies, as modified and approved by the City Commission at last year's organizational meeting. Board Liaison Alternate Board of Adjustment Dr. Alperin Mr. Randolph 1st & 3rd Thursdays at 5:30 p.m. in the Commission Chambers (as needed) Board of Construction Mr. Randolph Dr. Alperin Appeals - Quarterly on 1st Wednesday of month at 5:00 p.m. in Commission Chambers (as needed) Civil Service Board Mr. Ellingsworth Mr. Randolph Meets as needed Code Enforcement Board Mayor and Commissioners to 2nd & 4th Tuesdays attend on an alternating basis at 1:30 p.m. in as available Commission Chambers Site Plan Review and Appearance Board Mr. Ellii'l9$wvLLh Dr. Alperin Alternating Wednesdays rfIft,.t. . S m ì 'I-'h at 6:30 p.m. in Commission Chambers Community Redevelopment -Mr. RahJ.vlph Mayor Lynch Agency - 2nd & 4th De. A-I~ Thursdays at 6:00 p.m. in 1st Floor Conference Room/City Hall Parking Management Mrs. Smith Mr. Ellingsworth Team - 3rd Thursday at 6:00 p.m. in 1st Floor Conference Room/City Hall Downtown Development Authority M-rB. 8üdth Mayor Lynch 3rd Wednesday at fuJ£ . 12:00 Noon at Chamber of Commerce 64 S.E. 5th Avenue · Education Board Dr. Alperin Mr. Randolph 1st Monday at 5:30 p.m. in 1st Floor Conference Room; 3rd Monday at 4:30 p.m./alternate locations Delray Beach Housing ~ Authority . Mayor Lynch Mr. Randolph ~. 3rd Wednesday of the .\1$ month at 5: 00 p. m . at ~ 770 S.W. 12th Terrace Historic Preservation Board Dr. Alperin Mr. Ellingsworth 1st & 3rd Wednesdays at 6:00 p.m. in 1st Floor Conference Room Kids and Cops Dr. Alperin Mrs. Smith 1st Wednesday at 7:00 p.m. at Police Department Public Employees Relations Commission (PERC) Mr. Ellingsworth Mr. Randolph Quarterly; times are arranged; meets in Commission Chambers Planning and Zoning Board Mrs. Smith Dr. Alperin Work session 2nd Monday at 6:00 p.m. in Planning Conference Room Regular meeting 3rd Monday at 6:00 p.m. in Commission Chambers Police & Fire Board of Trustees Mayor Lynch is a sitting 3rd Wednesday 2-4:00 p.m. in member; no liaison Police Chief's Conference Room necessary General Employees Retirement Mayor Lynch is a sitting Committee member; no liaison Meets as needed necessary . Outside Aqency Appointments: Agency Liaison (1) Palm Beach County Municipal League Mayor Lynch, with Governmental Center Dr. Alperin as 301 North Olive Avenue alternate P.O. Box 1989 West Palm Beachl FL 33402 Contact: Jack Horniman Executive Director 407/355-4484 Meets on the 4th Wednesday of the month at 10:30 a.m.; location varies (2) Palm Beach County Beaches and Shores Council Dr. Alperin; no P.B.C. Engineering Department alternate 5th Floor Conference Room 160 Australian Avenue West Palm Beachl FL 407/355-4011 Contact: John Walker (city staff) 243-7321 Meets the 2nd Monday of the month at 1:30 p.m. - location varies (3 ) Metropolitan Planning Organization Mr. Ellingsworthl of Palm Beach County with Mr. Randolph 160 Australian Avenuel Suite 201 P.O. Box 21229 West Palm Beach, FL 33416-1229 Contact: Randy M. Whitfield, P.E. Director 407/684-4170 or Paul Dorling (city staff) Principal Planner 243-7040 Meets on 1st Wednesday of the month at 9:00 a.m. at 160 Australian Avenue - 5th Floor Conference Room (4) Liaison to State Representative Mrs. Smith (appointed William F. Andrews I District 87 by Commission 1/17/95) FL I.. f!£-II'-"- "Ó ~ » fl/t:l<¡ôI mð1i.d2 "- "",' 0>0 IOC -1ì7û.<¡ó7 .