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03-26-92 Organizational " CJ1 tb-f f CITY OF DELRAY BEACH, FLORIDA - CITY COMMISSION ANNUAL ORGANIZATIONAL MEETING - MARCH 26, 1992 - 6:00 P.M. COMMISSION CHAMBERS APPELLATE PROCEDURES 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 or hearing, such person will need a record of these proceedings, and for this purpose such person may need to ensure that a verbatim record of the proceedings is made, which record includes the testimony and evidence upon which the appeal is to be based. The City does not provide or prepare such record. AGENDA (1) Roll Call. (2 ) Pledge of Allegiance to the Flag. ( 3) Oath of Office to be administered to newly elected Commission Members. (4 ) Selection of Vice-Mayor (for the term March 26, 1992 through March 25, 1993). (5) Selection of Deputy Vice-Mayor (for the term March 26, 1992 through March 25, 1993) . (6 ) Review and acceptance of regularly scheduled City Commission meeting dates for the period April 1992 through March 1993. (7) Review and adoption of Rules of Procedure - Delray Beach City Commission (Local Rules). (8 ) Review of City Commission liaison assignments to the various advisory boards and committees. ( 9) Presentation of statements, if desired, by City Commission Members. .. ""1< " M E M 0 RAN DUM TO: Mayor and City Commissioners THRU: David T. Harden, City Manager FROM: Alison MacGregor Harty, City Clerk ~ SUBJECT: City Commission Meeting Dates DATE: March 24, 1992 Set forth below is a list of the regularly scheduled City Commission meeting dates for the period April 1992 through March 1993. The only deviation from the normal schedule is the change to the regular meeting date for the second Tuesday in March. As this is the date of the municipal election, the regular meeting will be held on the Wednesday immediately following election day (per Local Rules) . All regularly scheduled City Commission meetings shall commence at 6:00 P.M. A conflict has been identified with respect to the workshop meeting scheduled for Tuesday, October 6, 1992. The Jewish holiday Yom Kippur begins at sundown on October 6th and ends at sundown on October 7, 1992. Commission direction is requested as to the possible rescheduling of the October workshop meeting. April 7, 1992 - Workshop Meeting April 14, 1992 - Regular Meeting April 28, 1992 - Regular Meeting (NOTE: At the February 25th regular meeting, the Commission expressed the intent to hold goal-setting sessions sometime during the month of Apr i l. Your input as to a convenient date(s) and time will be appreciated. ) Ma y 5, 1992 - Workshop Meeting May 12, 1992 - Regular Meeting May 26, 1992 - Regular Meeting June 2, 1992 - Workshop Meeting June 9, 1992 - Regular Meeting June 23, 1992 - Regular Meeting (b) .. " To: Mayor and City Commissioners Re: City Commission Meeting Dates March 24, 1992 - Page Two July 7, 1992 - Workshop Meeting July 14, 1992 - Regular Meeting July 28, 1992 - Regular Meeting August 4, 1992 - Workshop Meeting August 11, 1992 - Regular Meeting August 25, 1992 - Regular Meeting September 1, 1992 - Workshop Meeting September 8, 1992 - Regular Meeting September 22, 1992 - Regular Meeting October 6, 1992 - Workshop Meeting (Yom Kippur begins at sundown on 10/6/92) October 13, 1992 - Regular Meeting October 27, 1992 - Regular Meeting November 3, 1992 - Workshop Meeting November 10, 1992 - Regular Meeting November 24, 1992 - Regular Meeting December 1, 1992 - Regular Meeting December 8, 1992 - Regular Meeting January 5, 1993 - Workshop Meeting January 12, 1993 - Regular Meeting January 26, 1993 - Regular Meeting February 2, 1993 - Workshop Meeting February 9, 1993 - Regular Meeting February 23, 1993 - Regular Meeting March 2, 1993 - Workshop Meeting March 9, 1993 - ELECTION DAY March 10, 1993 - Regular Meeting (Wednesday) March 23, 1993 - Regular Meeting March 25, 1993 - Annual Organizational Meeting The action requested of the Commission is to review and approve the regularly scheduled meeting dates for the period April 1992 through March 1993, subject to any modifications the Commission may deem to be appropriate. AMH/m cc: Assistant City Managers City Attorney Department Heads .. HI. " . M E M 0 RAN DUM TO: Mayor and City Commissioners THRU: David T. Harden, City Manager FROM: Alison MacGregor Harty, Ci ty Clerki;~(r\ v SUBJECT: Rules of Procedure - City Commission (Local Rules) DATE: March 24, 1992 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 26, 1992. The only suggestion for modification is to change Section II, "Local Rules", paragraph (A) (4) to read as follows: 4. There may also be special workshop meetings to be held in the months of May, June or July, or at such other times as so designated in advance by the City Commission for the purposes of holding joint meetings with City boards, etc. I 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. This is a minor revision which is at the discretion of the Commission. The action requested is review and adoption of the Rules of Procedure, subject to any modifications deemed appropriate by the Commission. AMH/m (7) ,. '·.1 " ... 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 other- wise modified by the City Commission or as modified or amended herein, shall be in accordance with the rules of parliamentary procedures entitled "Roberts Rules of Order", being the 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 prepara- tion 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 "Roberts Rules of Order" as adopted above, these Local Rules shall prevail to the extent of their conflict of inconsistency with "Roberts Rules of Order". 1. Regular meetings of the City Commission shall be held on the second and fourth 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; rather, a meeting that would otherwise 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 first Tuesday of each month, except that there shall be no workshops in the month of December, at 6:00 p.m. in City Hall. Workshop meetings on the third .Tuesday of the month shall be at the option of the City Commission. 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 shall be held in the First Floor Conference Room at City Hall, unless other- wise designated by the City Commission. 4. There may also be special workshop meetings to be held in the months of May, June or July as so designated in advance by the City Commission for the purposes of -1- ,. " . holding joint meetings with City boards, etc., to include receiving annual reports and presentations from the City's boards, committees, agencies, and author- ities. 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. 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. 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 members of the City Commission, the City Attorney and the City Manager. The public hearing segment of the agenda shall be duly advertised for and shall commence at 7:00 p.m. c. Any items received during the non-agendaed items section of the regular agenda may, at the discre- tion 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 sub- sequent workshop agenda if a member of the City Commission so specifically requests. -2- ~ " ~ 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 affirm- ative vote of no less than four members, or a unanimous vote if only three 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 strictly limited to not more than three minutes per person, subject 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. f. The Mayor shall have the authority to limit immater- ial, 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 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 receiv- ing sufficient affirmative votes, then the nomination shall rotate to the next appropriate Commissioner. -3- ~ ,. - ~ 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, Le. : 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. 3. A separate rotation list shall be established by the City Clerk's Office for each such City board, commis- sion, 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 p~ss 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 members of the City Commission under circumstances that would be in the best interest of the City (or a unanimous vote if only three members of the City Commis- sion are present and voting on such motion) . 6. These rules, when adopted, shall supersede any other general rules or local rules which are inconsistent herewith, to the extent of such inconsistency. -4- ~ ¡,"I " I M E M 0 RAN DUM TO: Mayor and City Commissioners THRU: David T. Harden, City Manager FROM: Alison MacGregor Harty, City Clerk (].(rV\.. SUBJECT: Commission Liaison Assignments DATE: March 24, 1992 Attached is a list of Commission liaison assignments to the various advisory boards and committees as currently on file in the City Clerk's office. Also attached is an outline of when and where the boards hold their meetings. This information is presented for your review. Adjustments may be made at the discretion of the Commission. AMH/m cc: Anita Barba, Board Secretary (1) .. " ; MEMORANDUM TO: Alison MacGregor Harty, City Clerk FROM: Anita Barba, Board Secretary SUBJECT: COMMISSIONER LIAISONS TO BOARDS AND COMMITTEES DATE: March 24, 1992 The following is a list of the City Commissioners and the various boards and committees to which they are liaisons or alternates: (Seat HI) Commissioner Armand Mouw: Liaison to: Alternate to: Public Employees Relations Board of Construction Appeals (BCA) Commission (PERC) Civil Service Board (CSB) (Seat H2) Commissioner Jay Alperin: Liaison to: Alternate to: Board of Adjustment (BOA) Site Plan Review and Appearance Historic Preservation Board (HPB) Board (SPRAB) Kids n Cops Education Board (ED) Planning and Zoning (P&Z) (Seat H3) Commissioner William Andrews: Liaison to: Alternate to: Site Plan Review and Historic Preservation Board (HPB) Appearance Board (SPRAB) Planning and Zoning (P&Z) Community Redevelopment Agency (CRA) Downtown Development Authority (DDA) (Seat H4) Commissioner David Randolph: Liaison to: Alternate to: Board of Construction Board of Adjustment (BOA) Appeals (BCA) Delray Beach Housing Authority Civil Service Board (CSB) (DBHA) Education Board (ED) (Seat #5) Mayor Thomas Lynch: Liaison to: Alternate to: Delray Beach Housing Community Redevelopment Authority (CRA) Authority (DBHA) Downtown Development Authority (DDA) (Mayor and Commissioners attend Code Enforcement Board on an alternating basis.) board.txt .. ,·-'1 " . . MEMORANDUM TO: Alison MacGregor-Harty, City Clerk FROM: Anita Barba, Board Secretary SUBJECT: COMMISSION LIAISONS TO BOARDS AND COMMITTEES DATE: April 5, 1991 The following is a list of boards and committees and the respective Commission liaisons and alternates: Board Commission Liaison Alternate Board of Adjustment Dr. Alperin Mr. Randolph lst and 3rd Thursdays at 5:30 p.m. in the Commission Chambers Board of Construction Mr. Randolph Mr. Mouw Appeals Quarterly on the lst Wednesday at 5:00 p.m. in the Commission Chambers Civil Service Board Mr. Randolph Mr. Mouw Meets as needed Code Enforcement Board Mayor & Commissioners to attend on 2nd and 4th Tuesdays an alternating basis at 1:30 p.m. in Commission Chambers Site Plan Review and Mr. Andrews Dr. Alperin Appearance Board Alternating Wednesdays at 7:00 p.m. in Commission Chambers Community Redevelopment Mr. Andrews Mayor Lynch Agency 1st and 3rd Thursdays at 6:30 p.m. in 1st Floor Conference Room Downtown Development Mr. Andrews Mayor Lynch Authority 1st and 3rd Mondays at'12:00 noon at the Chamber of Commerce .. " Board Commission Liaison Alternate Education Board Mr. Randolph Dr. Alperin 1st and 3rd Monday at 5:30 p.m. in lst Floor Conference Room De1ray Beach Housing Mayor Lynch Mr. Randolph Authority Monthly, third Wednesday at 5:00 p.m. at 770 S.W. 12th Terrace Historic Preservation Dr. Alperin Mr. Andrews Board 1st and 3rd Wednesday at 6:00 p.m. 1st Floor Conference Room Kids and Cops Dr. Alperin No alternate 1st Wednesday at 7:00 p.m. 1st Floor Conference Room Public Employees Relations Mr. Mouw No alternate Commission Quarterly; times are arranged Planning and Zoning Dr. Alperin Mr. Andrews Board Worksession 2nd Friday at 6:00 p.m. in Planning Conference Room Regular meeting 3rd Monday at 6:00 p.m. Commission Chambers Planning Session 3rd Thursday at 6:00 p.m. in Planning Con- ference Room Police and Fire Board of Trustees None None 3rd Wednesday 2-4:00 p.m. in Police Chief's Conference Room General Employees Retirement None None Committee Meets as needed liaL txt ..