HomeMy WebLinkAboutDocumentation_Regular_Tab 08_8/11/2022Agenda Item #8.
Regular Council
STAFF MEMO
Meeting: Regular Council -Aug 11 2022
Staff Contact: Jeremy Allen, Village Manager Department: Manager
Approve Amendment to Executive Policy 01-18/19 - "Ending Time and Number of Items on Council
Workshops"
SUMMARY: -A I
During the July 5th Council Meeting, Council reviewed Executive Policy 01-18/19 and agreed to leave
the workshop end time at 9:00 PM, but to change the number of items to 5, with the flexibility to amend
as necessary. As per council's direction, this item is being brought back for formal action.
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PROJECT NAME: N/A BUDGET: N/A ENCUMBERED: N/A
Proposed: Projected Remaining:
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ATTACHMENTS: M I
PROPOSED COUNCIL Policy Number 01.18.19 Village Council Procedures AMENDED 8-11-22
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Agenda Item #8.
Approved by:
Executive Policy Number 01-18/19
Effective Date: April 11, 2019
Molly Young, Mayor
TITLE: Village Council Procedures
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 Policv 02-18/19. which
supersedes the 3/24/08 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 #8.
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
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 #8.
effectiveness shall be accomplished by the Village Manager and published to Council
when implemented.
5. 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 &Boards 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 10,110 to limit the number of items, when viable, on a workshop agenda
to e five, with the flexibility to amend as necessary.
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 least 48 hours prior to the meeting. The Clerk will forward the handout to
all Council Members upon receipt for their review prior to the meeting.
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Agenda Item #8.
Council Seating Arrangements (not 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
• Amended: 8/11/22 -Section titled "Ending time and Number of Items on Council
Workshops" amended to keep the end time of Council Workshops 9:00 PM, but to
change the number of items to 5, with the flexibility to amend as necessary.
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