HomeMy WebLinkAboutDocumentation_Workshop_Tab 04_7/5/2022Agenda Item #4.
Workshop
STAFF
Meeting:
Staff Contact:
MEMO
Workshop - Jul 05 2022
Jeremy Allen, Village Manager
Department: Manager
Review Executive Policy 01-18/19 Section 5 -Ending time and Number of Items on Council Workshops.
Council has asked to discuss the number of items that are limited to the workshop agendas. Attached
you will finding the adopted policy.
This document and any attachments may be reproduced upon request in an alternative format by completing
our Accessibility Feedback Form, sending an e-mail to the Village Clerk or calling 561-768-0443.
PROJECT NAME: NA
Proposed:
NA
PROJECTED TOTAL: NA
BUDGET: NA ENCUMBERED: NA
01.18.19 Amended 4-11-19 Council Procedures
Projected Remaining:
NA
Page 38 of 42
Agenda Item #4.
Executive Policy
April 11, 2019
Approved by
(;bXyBre6nan,,ff4ayor or
TITLE: Village Council Procedures
Policy Number 81-18/19
OBJECTIVE: This Policy outlines the Village Council procedures as approved by Council on
3/24/2008 unless otherwise noted
RESPONSIBILITY: Village Council and Village Attorney
PROCEDURES:
Votin
1. Voting shall be by"Yes"or"No"vote, except when the Mayor or another Council Member
requests a roll call vote; and roll call votes shall be ordered and called for by the Village
Clerk with the person who made the motion called first, the person who seconded the
motion called second, and the others called in any order, except the Mayor shall be called
to cast the final vote.
2. It shall be standard policy that the Village Council shall not vote on any item, which was
not on the agenda, particularly because the public would not know it was going to be
voted upon.
Communications from Citizens see Resolution 26-18 or Executive Policy 02-18 19 which
supersedes the 3 24 B8 action
Communications from Council
1. Communications from Council is an opportunity for individual Council Members to relate
to their colleagues on the Council items of interest not on the agenda. Complimentary
comments on performance are also appropriate for presentation. This should not be used
in lieu of Any other Matters as described herein.
Any other Matters
1. Any other Matters shall normally be limited to informational matters, such as reports of
meetings attended.
2. If a Council Member requests that a matter be reconsidered, a vote shall be taken under
Any other Matters on whether to place that item on the next agenda.
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Agenda Item #4.
3. One Council Member may request addition of an item to the agenda for the next Village
Council Meeting, and unless there is a Vote to the contrary the item will be added.
Quasi -Judicial Hearings
1. Witnesses shall be sworn at the beginning of the hearing; however, if someone wanted
to speak who had not been sworn they may be sworn at the time they request permission
to speak.
2. When reporting ex-parte communications, Council Members shall include a statement of
the following:
■ Who they spoke to
■ Subject discussed
■ If they visited the site
3. The following order shall be observed by speakers during the hearing:
■ Open public hearing
■ Applicant
■ Staff
■ Village Council
■ Public
■ Applicant —final comments
■ Close public portion of hearing
■ Council deliberation and voting
r'^0%^IP• %I 116, r,
1. At Village Council meetings, staff members shall sit in the audience and come to the
podium for presentations, eliminating the need for tables in front of the Village Council
dais.
2. Consent Agenda items shall be listed in a separate section of the agenda, eliminating the
need for asterisks to designate the Consent Agenda items.
3. Council Meetings shall be conducted and controlled by the Mayor in a formal matter with
Council Members requesting the Mayor give them the opportunity to speak and/or
present their views, with each Council Member having equal opportunity to participate
with the mutual respect of their colleagues.
4. Establishment of a new Department within the Village Administration, if deemed
necessary, shall be proposed by the Village Manager and approved by Council prior to
implementation. Realignment within an existing Department to maximize efficiency and
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Agenda Item #4.
effectiveness shall be accomplished by the Village Manager and published to Council
when implemented.
S. The Village Attorney shall only be tasked to perform services by a Consensus of Council
or at the request of the Village Manager.
Agenda Packet Distribution
The agenda packet inclusive of all backup will be delivered to Council Members the Wednesday
the week prior to the Council Meeting (per 1/14/10 meeting minutes).
Minutes {Council & Boarub- and Committees}
All minutes (Council and Boards and Committees) will be "Action Minutes" and should include
the motion, second and vote. A copy of the audio recording can be requested through the Clerk's
Office. As decided by Council on 10/1/18, Council meeting audio will be placed in the Document
Center for convenient access by the public within 72 hours of the meeting.
Council Travel & Per Diem Reimbursement
Council Members shall be entitled to receive reimbursement as outlined by Florida State Statute.
Hiring of Outside Counsel
The Village Manager in coordination with the Village Attorney shall recommend the employment
of outside counsel, whenever necessary, and this matter shall be brought before Council for
approval. If outside counsel is needed immediately, prior to Council approval, the Village
Manager will select an attorney, with the concurrence of the Village Attorney, and present same
to Council for ratification at the next Council Meeting.
Ending time and Number of Items on Council Workshops
Council agreed on 10/11/12 to keep in mind ending workshops prior to 9:00 p.m. when viable
and that the Clerk would remind Council when 9:00 p.m. was approaching.
Council agreed on 10/10/13 to limit the number of items, when viable, on a workshop agenda to
three.
Handouts During Council Meetings and Workshops
Any handouts to be distributed by Council during a meeting or workshop should be delivered to
the Village Clerk at le2ist 48 hours prior to the meeting. The Clerk will forward the handout to al I
Council Members upon receipt for their review prior to the meCting.
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Agenda Item #4.
Council Seating- A<<an1gc 1cits 11not Council approved but how the seating is done
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* Seats will sit numerically after the Vice -Mayor
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Policy Amended:
Section titled "Handouts During Council Meetings and Workshops" added per Any Other
Matters on the 4/11/19 Council Meeting Minutes
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