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HomeMy WebLinkAboutMinutes_Workshop_03/28/2005VILLAGE OF TEQUESTA • VILLAGE COUNCIL WORKSHOP MEETING MINUTES MARCH 28, 2005 I. CALL TO ORDER AND ROLL CALL The Tequesta Village Council held a Village Council Workshop Meeting at the Tequesta Recreation Center, 399 Seabrook Road, Tequesta, Florida, on Monday, March 28, 2005. The meeting was called to order at 6:42 p.m. A roll call was taken by Village Clerk Gwen Carlisle. Council Members present were: Mayor Jim Humpage, Vice Mayor Pat Watkins, Council Member Geraldine A. Genco, Council Member Edward D. Resnik, and Council Member Tom Paterno. Also in attendance were: Village Attorney Scott Hawkins, Village Manager Michael R. Couzzo, Jr., and Village Clerk Gwen Carlisle. II. APPROVAL OF AGENDA MOTION: Council Member Resnik moved to approve the agenda, as submitted; seconded by Vice Mayor Watkins; motion passed S-0. 1. Discussion of Council Procedures Mayor Humpage commented the discussion regarding Council procedures came up at the November and December 2004 Village Council Meetings, and at the December Meeting it was decided by Council to postpone this Workshop until after the Election when a new • full Council would be seated. He welcomed new Council Member Tom Paterno. He indicated the objective of the Workshop was to come up with some procedures that Council could come to a consensus on, on how the Council should operate. He suggested this would be a good thing for the Clerk to consider annually in the event there was a change in Council, because every Council could have a different vision. He suggested input from each Council member on issues they felt needed to be addressed procedurally, and how they go about them. He commented the backup material that was provided was the Summary Procedures of Council (approved at the November and December 2000 Council Meetings). Council Member Resnik distributed a handout on his recommendations/suggestions to be considered by Council, in regard to the current procedures. Mayor Humpage suggested at every meeting, immediately after the Approval of the Agenda, rather than at Communications from Citizens, the Mayor would read and direct the public to the table where the comment cards were, so the public could fill them out and hand in their cards at that time. He indicated he wanted them to come out of the audience, and come up to the podium. He suggested the language be added to the agenda. Council Member Resnik asked for clarification. He questioned whether they should fill out a comment card first, and then come up at the proper time. Council Member Genco indicated the Mayor would let someone speak even though they had not filled out a comment card. Mayor Humpage stated whether it was an agenda item or anon-agenda item they should fill out a comment card. Council Member Resnik stated the language would say agenda and non-agenda • items. Mayor Humpage noted the public would not be precluded from speaking, and suggested having comment cards by the podium. Minutes -Village Council Workshop March 28, 2005 Page 2 Mayor Humpage felt everyone who wanted to speak should come to the podium. Council • Member Paterno questioned how the Mayor would take the public if more than one person wanted to speak. Mayor Humpage explained if three people wanted to address Council, there would be three cards, and he would call out their names, and they would line up in that order. He felt that would expedite the process. He suggested inserting that language under the Approval of the Agenda. Consensus of Council agreed. Council Member Genco summarized her recommendations. She pointed out the Voting items needed to say in, and that these procedures were really informative for Council. She explained these procedures were basically required by the Florida Statutes, and kind of redundant since the Village was basically following Roberts Rules of Order. Mayor Humpage agreed, but commented the Council does not specifically follow Robert's Rules of Order. Council Member Genco commented Council has come a long way in the past few years in following Robert's Rules of Order. Mayor Humpage stated Council was governed by Charter not Robert's Rules of Order. Attorney Hawkins explained the Village follows Roberts' Rules, by making a motion, and voting. Council Member Genco felt the Village was getting better all the time. Council Member Genco suggested the thing Council needed to focus on was Communications from Citizens, and getting public input. She suggested if there were any Standing Reports that Council would like as part of the agenda that should be added. She stated quasi judicial hearings were by State Statute; Mayor Humpage agreed. He asked Council Member Genco whether there were any procedures she would like to add or • delete. She commented on Item #9, under Communications from Citizens that the i i " with the provis on that the Moor shall have the opt on language should be revised from to change the order on the agenda..." that it now read "with the provision that any Council person shall have the option to change the order on the agenda". She indicated Council had changed that, and as long as it had a second; it got passed. Mayor Humpage agreed. Council Member Genco suggested Any Other Matters be limited to information such as Reports. She questioned whether there were Standing Reports that Council wanted to add at every meeting, such as a Manager's Report, or an Attorney's Report. She felt it would be nice to give them the opportunity to do that as part of the Meeting. Vice Mayor Watkins agreed there was no reason not to do Standing Reports. She commented the Attorney would either have something, or not have something to report. Council Member Genco indicated she would love to see those Reports. Mayor Humpage questioned where Council would want that placed on the agenda. Council Member Genco suggested immediately following Old Business, and then Communications from Council maybe shorter, because Council's questions had been answered. Council. Member Genco felt there was no need to restate Roberts' Rules of Order. She stated anyone of Council could ask for something to be put on the agenda, but noted what may end up happening if there was no support was that at the next meeting that person may not get a second, so you could not discuss it anyway. Council Member Genco questioned whether Council wanted to allow any Council member to make the request, or if Council wanted to have a second to put it on the agenda the following meeting. Vice Mayor Watkins stated as there was a majority of Council that agreed, sort of a consensus, it would placed on the next • meeting agenda. She felt that was how Council was operating. Village Manager Couzzo agreed that was his understanding. Council Member Paterno questioned whether it takes two people to place an item on the next agenda. Minutes -Village Council Workshop March 28, 2005 Page 3 Council Member Genco indicated Council has been doing it with two people, or doing it • by general consensus. She stated Robert's Rules basically says anybody can request to have something put on an agenda, but questioned whether Council wanted to spend the time on putting things on the agenda if they could not get a second on the item. Village Manager Couzzo explained that was the intent to at least have a second, so Staff did not spend a lot of time putting together an item that did not get a second. Council Member Genco felt an individual could also speak with the Manager about having something put on the agenda as an information item. Mayor Humpage read for the record a portion of the December 14, 2000 Meeting minutes regarding Attorney Randolph's comments: 1) Page 13: "Village Attorney Randolph suggested a third alternative: If one individual wanted something on the agenda for the next meeting they could bring it up and it would be put on the next agenda unless three people voted against it"; and 2) Page 15: "Village Attorney Randolph commented that under the Summary of Procedures, anyone who wanted to put an item on the agenda for an upcoming meeting could ask for it at the meeting and unless there was a vote to the contrary it would go on". Council Member Genco noted that was Robert's Rules of Order also. Mayor Humpage indicated Attorney Randolph's comments were anyone could place something on the agenda, unless it was a vote to the contrary. He stated if Council wanted to bring something forward at a Council meeting, and if there was a second, it would go on the following month's agenda, unless it was defeated. Council Member Genco agreed, if the Council Member did not get a second on the motion it would not go on. Council Member Resnik felt that was the current procedure that was approved in 2000. Council Member Genco commented every Council that has convened seems to have discussed this same procedural issue. S Council Member Paterno asked for clarification. He noted as long as there were two people that wanted something on the agenda, a first and a second, it would be placed on the next agenda for discussion. Mayor Humpage agreed. Council Member Paterno reiterated three people without discussion could not squash an agenda item. Mayor Humpage agreed. Council Member Genco asked for clarification what was Council's desire: Whether it would be one person to place an item on the next agenda, or if it needed a second. Mayor Humpage felt they should have a second. Vice Mayor Watkins agreed. Mayor Humpage suggested one person should not generate all the Staff time, without at least having a second to bring it to discussion. Council Member Paterno noted overall a second works in a lot of circumstances, but if there was something that someone wanted to bring up and no one else had an interest or an understanding of the matter, it would never be heard to explain where they were coming from. He explained if no one ever gave a second even if it was a good idea, then it would never get to the floor. Mayor Humpage indicated he would not want to put Staff through the hoops if the item was not going anywhere with Council. Council Member Resnik felt the current procedures were very clear, and if Council did not want it that way then it needed to be changed. He noted the current procedure does not provide a second. Council Member Genco cautioned Council that before Staff was directed to do anything it took a consensus of Council. She stated that was different then the language in Item #3, Any Other Matters. She noted the language did not provide a second, but felt it was the • intention of Council, but agreed that was not what it said. Mayor Humpage cautioned Council that Council should not get into micromanaging and having Staff waste time on something that was not going to go anywhere. Minutes -Village Council Workshop March 28, 2005 Page 4 Council Member Genco reiterated the Village Charter clearly address that no one Council • Member can tell Staff what to do. Council Member Paterno agreed. Mayor Humpage indicated Council was going to leave Item 3, Any Other Matters as written. Consensus of Council agreed. Council Member Genco questioned whether Council should submit agenda item requests to the Village Clerk. Mayor Humpage indicated the items should be submitted to Council at a Council Meeting. He mentioned the Village Clerk would find it in the minutes and place it on the next agenda. Council Member Paterno suggested if a Council Member had researched the information, they might want to provide it as backup materials. Mayor Humpage indicated the Quasi-Judicial items would say the same, because they were statutory. Attorney Hawkins agreed. Council Member Genco mentioned Item #9 under Communications from Citizens was the only procedure amended at this time. Consensus of Council agreed. Council Member Resnik reviewed his proposed list of changes for consideration. He suggested immediately after Communications from Citizens a new item Communications from Council would be appropriate, a short one just to identify that it can be done and the type of items, and that it would not be used in lieu of Any Other Matters, as described in the current procedures. He felt it would be pertinent to place right after Communications from Citizens. Council Member Genco indicated Communications from Council came directly after Communications from Citizens on the agenda. Consensus of Council agreed to add to the procedures. • Council Member Resnik noted the remaining items for consideration were in the General Items section of the current procedures. He recommended that Item 2 be deleted, because the Special Committees were no longer in existence. He suggested it was not a necessity for the procedures. Consensus of Council agreed. Council Member Paterno noted that at the present time he and Council Member Genco were sitting on two separate Pension Boards. Council Member Resnik commented those Boards had nothing to do with this item. Council Member Genco noted some Council Members in the past had sat on Committees, but those were committees were no longer in existence. Council Member Resnik suggested Item 3 be modified. He felt the Goals and Objectives (G&O) should be done in a fiscal year, in conjunction with the Budget. He noted the G&O were anything in addition to what was included in the Budget. He noted the Budget was very comprehensive now days in terms of what was going to be accomplished during the fiscal year. He commented in addition to what was in the Budget, the list of objectives, responsibilities, and duties were in the Charter. He suggested the Manager come up with a proposed list of what he thinks he can handle in addition to the Budget. He felt that should be submitted to Council in conjunction with or right after the Budget. He noted then Council should modify the list with any items that they would like to add. Council Member Genco agreed that was a great idea. She commented if he was adding items at the time of Budget or after the Budget, then there would be no opportunity to include in the Budget funding. She suggested why not move ahead two months before the • Budget, so that it would give him a chance to bring the ideas to Council, and then the following month have Council discussion and incorporate those items into the Budget. Minutes -Village Council Workshop March 28, 2005 Page 5 Council Member Resnik indicated he had no objection to moving it up. He explained the Village Manager was required by Charter to develop an annual Budget, and to do all the things he felt was necessary for the Village to progress within the constraints he has. He mentioned if Council wanted to say to him in addition to the Budget, if there were any other additional objectives that he would like to propose for funding, please list them. Council Member Genco pointed out the key word was "funding". She suggested if the Village Manager came up with them two months before the budget, Council could decide which of those ideas they would like to pursue. She suggested the following month, even though all the backup materials may not be available for his list of items Council could review, and if they wanted to delete two or three items, it would narrow the list down. She noted the following month the Manager would come to Council with the backup information and they could be incorporated into the Budget. Mayor Humpage agreed, but asked whether two months before the Budget would be enough time. Council Member Paterno responded no. Council Member Genco indicated that was the reason, up until now, that Council had been doing it at this time of the year. Mayor Humpage agreed it should be done in March or April, because the Budgets begin in July. He suggested Council needed to present the Village Manager with a list of goals in April. Vice Mayor Watkins noted that way if there were new Council members in March, they could be up to speed. Council Member Genco commented Council usually looks for this list in April or May at the very latest. Council Member Paterno suggested April, because that would be one month after the installation of any new Council Members. Consensus of Council agreed. • Council Member Paterno suggested also at the same time that Council set the goals and objectives for the Village and the Village Manager to carry out. He mentioned that was what the Council was going to grade him on or evaluate his performance on meeting those objectives. Council Member Resnik noted what the Village Manager was supposed to do was categorized in the list of eleven Charter requirements. He commented he had to fulfill all those requirements. He mentioned the way the Budget was set up now it was very easy to go through and see all the projects to make sure the funding was maintained and the projects were accomplished. He noted in addition to that, he asked Council if they were asking the Village Manager to provide Council an advance look at the budget in terms of what he wanted. He noted some projects may not take much funding and there maybe things the Manager could do that did not require a lot of money. Council Member Paterno agreed, but noted there may be something that needed funding. Council Member Resnik felt that should be in the Budget. Council Member Genco noted Council Member Resnik wanted to modify the language in General Items, Item 3. She stated what she felt Council was saying was that they could not modify this item, because unless the Village Manager told Council ahead of time what he wanted for goals and objectives that may involve spending money, that Council really can not do that at Budget time and that would have to be done ahead of time. Mayor Humpage suggested Council pick what they would like the Village Manager to do. Council Member Genco explained Council used to write down ten things. Mayor Humpage suggested each Council member decide on three or four items they would want prioritized for the coming year. He indicated Council would look at the 15 items, prioritize them, and set the Manager's goals. He felt the Manager should not pick and choose the items and that Council should give him the list. Minutes -Village Council Workshop March 28, 2005 Page 6 Mayor Humpage explained then his performance could be measured on those goals that • Council had assigned him. Council Member Genco commented the Village Manager could come up with his own ideas and propose them to Council to include on the final list. She felt Council should be in the drivers seat. She felt Council should be taking input from the residents. Council Member Resnik agreed the goals and objectives could be discussed in March, April or May, if they require budgetary funds. Mayor Humpage summarized that annually in April Council would come forward with suggestions for the Village Manager for the next fiscal year, and that would give Council an opportunity to review and actually set the goals in May. He noted that way if there was some budgeting needed the Village Manager would have time to build it into his Budget. He mentioned if funding was not needed, then it would just be a goal that he should obtain. He explained the Manager could suggest other issues, but Council needed to give him homework to do. Council Member Paterno stressed in order for all Council to be doing it similar, which way does Council want it, by numbers, ideas, or percentages of some type of growth. Council Member Genco noted in the past Council had suggested things such as, Council wanted a Public Safety Building done by a certain date, or that they wanted something done over in the Utilities Department. She noted Council listed those items and if for example annexation were on each sheet Council would give it a higher priority. Council Member Resnik stressed Council should not be considering his performance, based on those goals this year. Mayor Humpage agreed not this year, but next year. Council Member Paterno questioned when does the potential bonus for the Village Manager take place. Mayor Humpage noted in October. Council Member Paterno • indicated that was after the Budget. Village Manager Couzzo indicated it was in September, because it impacted the current fiscal year. Council Member Paterno questioned whether Council could make an agreement to his contract, basically that Council would discuss any bonuses based on meeting the objectives. Village Manager Couzzo stated that was stipulated in his Contract. Council Member Paterno commented he just wanted to make sure Council had enough time to do it. Village Manager Couzzo stated the review was done in September for the previous year, and then in October the new goals were set in place with the Budget. Council Member Paterno explained what he was trying to say was Council could not negotiate anything until October, until the final numbers had come in, since Council would not really know until the last day of September. Mayor Humpage indicated the Village Manager and Council would know by September whether or not the goals had been achieved. Village Manager Couzzo noted Council would know how close the percentages were by September. He commented whatever Council adopted in May could become the goals and objectives for October 2005 -September 2006. Council Member Resnik recommended deleting General Item - #5 regarding the Village Manager being available in the Council Chambers an hour before the meetings to meet with residents. Consensus of Council agreed. Council Member Resnik suggested adding Item 6 to General Items. He recommended putting in a general statement. He read the proposed item for the record. "Council meetings shall be conducted and controlled by the Mayor in a formal manner with Council Members requesting the Mayor give them the opportunity to speak and/or present their views, and with each Council Member having an equal opportunity to Minutes -Village Council Workshop March 28, 2005 Page 7 participate, with mutual respect of their colleagues". Consensus of Council agreed to add • General Items, Item 6 to the current procedures. Council Member Resnik suggested adding Item 7 to General Items. He read the proposed item for the record. "Individual Council Members will adhere to the provisions of Section 2.11 of the Village Charter "Interference with the Administrative Department" in order to insure the ability of the Village Manager to effectively and efficiently execute his duties, function and responsibilities under the Charter". Council Member Genco felt that did not need to be included in the procedures since it was already in the Charter. Mayor Humpage agreed that was in the Charter, and the Charter was the guiding force that must be complied with. He indicated Section 2.11 Council had discussed a couple of times, and hoped everyone was in agreement with it. Vice Mayor Watkins agreed Section 2.11 was in the Charter, and felt it was important for all of Council to agree to adhere to it. Council Member Paterno noted the problem was sometimes in the interpretation of the Charter. Mayor Humpage indicated he went through the Charter, page by page. He read for the record Section 1.02, Form of Government. He felt the Charter language was relatively easy to understand. He noted where the Council gets into a sticky situation was in Section 2.11, Interference With the Administrative Department, in the second sentence regarding "Except for the purpose of inquiries or investigations under this Charter, the Council and its members shall deal with Village employees solely through the Manager and neither the Council nor its members shall give orders to any such officials or employees, wither publicly or privately". He questioned where did Council want to go with "Inquires and Investigations" He asked what the Consensus of Council was on this . item. Council Member Genco suggested if Council wanted to discuss this in more length, they should consider inviting Vi Laamanen and Robert Cook that sat on the Charter Review Committee. Mayor Humpage indicated he and Council Member Resnik were present during those discussions. Council Member Genco mentioned she had spoke with Ms. Laamanen and Mr. Cook and they said, they never intended that language to become burdensome for Council Members, that what they meant was that a Council Member was not to tell Staff to go out and do something. She indicated for example, whether to do a report, or make a dozen copies of something, or dig their front yard. She noted they both meant Council was not to abuse their authority. She stressed inquires and investigations were where Council had to overstep that kind of situation, and felt that all of Council knew what an inquiry was, and what an investigation was. She mentioned if someone could not deal with the Manager, or had a complaint on the Manager, that was now taken care of with a Human Resources policy, that allowed the person to go to the Mayor. She felt if the Council needed more interpretation on the issue, then maybe the people who helped draft the language in the Charter come and talk with Council. Mayor Humpage indicated he agreed with that, but noted section 2.11 did not change at the time because he sat on the Board. Council Member Resnik pointed out the Attorney previously had distributed a paper on what an inquiry and investigation was for Council. He suggested it was not the individual Council Member that .could determine an inquiry or investigation; that it had to be the entire Council. Council Member Genco disagreed, and felt that was not what the Charter says. Minutes -Village Council Workshop March 28, 2005 Page 8 Council Member Paterno felt that 98% of the time Council Members would go to the • Village Manager, but noted there would be times when the Manager was busy, and a Council Member needed an answer and called Staff. He explained he did not see anything wrong with that. He felt that was where the touchy situation was. He pointed out the Council Member would not order them to do something. He commented Council has duties to perform and those duties sometimes have them make inquires. Council Member Genco felt some of the Council Members were trying to interpret an "inquiry" in a different way. She agreed with Council Member Paterno on his point. Mayor Humpage noted that was not the "inquiry" he was referring to. He stressed he would not want to micromanage the government, and if five Council Members each directed Staff to do something, they would be too busy. Council Member Genco agreed that was not want they were talking about. Mayor Humpage questioned Council on what they considered an "inquiry". Village Manager Couzzo felt there was an understanding in everyone's conversation that 98% of the time Council would request through the Village Manager, and he would provide the information, but if Council would happen to see an employee and have a question, he did not have a problem with that. He commented on the other issue regarding a situation with an employee and Manager there was a revision to the Human Resources policies and procedures that addressed them going to the Mayor. He felt as long as everyone worked within those confines, he was good with it. He felt an employee handled a situation differently if Council asked them, then if he asked them to do something. He suggested it was easier for his office to do it, and if 98% of the time it • went through him, he was good it that. He felt it was a more efficient mechanism to get it from him, so that all of Council would receive the information, if needed. He explained would expedite the situation, and get to the bottom of it with Staff if he was aware of the inquiry. Council Member Genco commented if a Council Member asked for something and they felt Council needed the information they would say to the Village Manager to send to all. She mentioned she wanted to keep Council on the same level with her, since she had knowledge on items that have come up in the past. She commented she has boxes and files cabinets full of information she has collected over the years regarding the Village. She indicated now that she knew Council wanted the information she would make sure they received it. Council Member Paterno noted if an individual Council Member was looking for information, or doing homework, that all of Council might not need it. He felt it was ridiculous to send to everyone, unless it was important. Village Manager Couzzo commented more times that not, he would know if all Council needed the information. He mentioned he was more concerned with the Department Head not disseminating the information that Council may want. Council Member Genco commented she was fine, with all of Council individually using their judgment in that situation. She pointed out Council was serving for $250.00 per month, and felt there was no reason to try and abuse their authority. Vice Mayor Watkins felt it was very fundamental for Council to follow the Charter. She explained the Charter directs Council to go through the Village Manager, and felt that simplifies things as far as making him aware of Council questions, • and responding to them, so that Council receives adequate information. She commented especially Finance, in asking them to do reports that they have not done in the past. She felt if a report was in a particular format that was the way they should ask for them. Minutes -Village Council Workshop March 28, 2005 Page 9 Vice Mayor Watkins explained if not that throws everyone into turmoil. She indicted if an individual Council Member wanted it differently, then Council should discuss it and direct Staff as a whole. She pointed out she hated to see Staff stressed over trying to accommodate an individual Council Member, and that it goes back to no one Council Member can give them direction. Council Member Resnik questioned whether Council was going to cancel Item 7. Mayor Humpage responded yes, because it was already in the Charter. Consensus of Council agreed to not include Item 7. Council Member Resnik read for the record Item 8 for Council consideration. "The Village Manager shall provide time to meet with each Council Member to discuss Village business and/or provide explanations of ongoing Village matters to facilitate common understanding of all Council Members". He felt it was very important and noted it was in the Charter. Council Member Genco suggested that should be something Council directed him to do in his Goals and Objectives. Mayor Humpage mentioned when he asks for time, he gets to see the Manager. He felt this might not be needed in the Council procedures, and that it was part of his job, and if he did not do his job, he would be down the road. Vice Mayor Watkins questioned whether anyone had a problem with seeing the Manager. Council Member Resnik noted it was part of his job, and a very important function that he performs. Mayor Humpage commented he felt it was under Section 3.03 of the Charter. Council Member Genco mentioned one thing that she would like to see, that the previous Manager Tom Bradford did, was to report every month on the outside meetings he attended as a representative of the Village. She noted a couple of examples, and indicated she would like to see that type of report again. Village Manager Couzzo . indicated he could incorporate that into his Manager's Report. Council Member Genco agreed and noted that could spark their interest, or they may have comments on the meeting. She felt that might also be in the Charter. Mayor Humpage agreed that was a good suggestion, and suggested canceling Item 8, because it was part of the Manager's job. Consensus of Council agreed to cancel Item 8. Council Member Resnik read for the record Item 9. "Establishment of a new Department within Village Administration, if deemed necessary, shall be proposed by the Village Manager and approved by Council prior to implementation. Re-alignment of an existing Department to maximize efficiency and effectiveness shall be accomplished by the Village Manager and published to Council when implemented". He felt this item was something that warranted some discussion. He suggested this item differentiates between establishing a new department and reorganizing an existing department, so that there was no question as to whose responsibility it was. He explained the Manager cannot get rid of an old department without approval of change to the organization, but he can realign it without permission. Council Member Genco felt if he needed approval to establish a department, he needed approval to eliminate one. Council Member Resnik suggested that could be added. Council Member Genco commented getting rid of a department, was also realignment. Council Member Resnik noted it was not just the realignment of an existing department, but it was the realignment of his whole staff. Village Manager Couzzo felt that was a good point, and asked for clarification on the issue. He noted there were opportunities, such as at the last Council Meeting, where the Fire Department had some • personnel restructuring, where Staff took a Captain's position and turned it into an Emergency Medical Services position. Council Member Genco mentioned that was "within" a department. Village Manager responded in the affirmative. Minutes -Village Council Workshop March 28, 2005 Page 10 Council Member Paterno suggested one example would be like taking two departments • and making one. Council Member Genco noted the key word was realignment "within". Village Manager Couzzo agreed if it was Council's desire to add the word "within" he was good with that. Mayor Humpage noted by Charter the Village Manager was responsible for all departments. Council Member Genco agreed, but mentioned Council wanted to keep the departments independent such as Finance, Community Development, Police, Fire and Utilities. Village Manager Couzzo commented if it required additional costs to the Village, he would bring to Council for approval. He stated he would bring a restructuring within a department to Council, because there could be a cost involved. Council Member Genco noted anything that affected a Department Head, Council would want to be informed about it. Consensus of Council agreed to add the word "within" to sentence 2 of General Items, Item 9, to the Council Procedures. (Council comments) Council Member Paterno He commented he would like to see, on the financial end, a monthly, or quarterly report to Council, and for the public, in reference to the expenses, or appropriating more money, or over the original budget. He suggested there should be a running balance where everyone realizes how much from the original budget has been appropriated during the year. He mentioned at the same time on the other end, a revenue report at periodic intervals to show how the Village was doing on the revenue side. He noted this would help keep track of the business. Village Manager Couzzo mentioned last year Council decided to do the reporting at the six-month period, but noted if it was Council's desire • quarterly, he could provide the information from the first quarter for discussion at the April Council Meeting. Council Member Paterno agreed quarterly would be good. Council Member Genco pointed out when Council approves an appropriation, the Finance Director gives the existing balance and the new balance after the appropriation. She indicated that was something that Council just started so that they could keep track of the original budget versus where the Village was after the change. Council Member Paterno noted maybe every month Council would throw a little extra out there, and by the time six months had come, and they realized how much extra money was used, then re- appropriate that much more above the original budget. He indicated he would want the whole amount for the budget, such as, the amount was 6 million, and now it was 6.3 million. Village Manager Couzzo agreed he would provide quarterly to show what the appropriations were, the balance totals, and what was appropriated above the original budget for that quarter, and give them a running total and a total on the revenue side for the General Fund and the Utility. Council Member Paterno hoped the Village would receive more revenues that what was anticipated. He mentioned he did not want any surprises. Council Paterno commented he would somehow like to provide the public with a little more information regarding the Council Meetings, so they could understand and follow Council better. He suggested if there was someway, if someone was going to present something that the audience and Council see it at the same time. He commented he would like to see more people come to the meetings, and felt if it was more interesting and they • could follow, they would come. He suggested Staff start to implement something the present time. Council Member Genco suggested placing the easels, and plans flat against the sidewall, then Council and the public could see them. Minutes -Village Council Workshop March 28, 2005 Page 11 Mayor Humpage commented the Council could also turn around to view the materials on • the wall directly behind them if desired. Council Member Paterno suggested coming up with a plan to incorporate the citizens into the meeting. Council Member Resnik suggested purchasing an overhead prof ector, with a screen. Vice Mayor Watkins She mentioned when she was first elected to Council, one of her interests was to encourage businesses to come into the community. She felt that was something the Village should still aim for. She indicated she would like to revisit the issue of the Manager's ability to interact with, and welcome both business owners, and developers to the Village. She commented she realized that opens up a sensitive topic, but felt the Village was a community, in addition to a business. She stressed the Village wants viable businesses, and developers, and if they have any interest at all, the Village may want to welcome them. She felt it was a public relations issue, and suggested a welcoming committee. She felt it would be a good thing for the Village to do for anyone interested in coming into the Village to operate. She felt it was part of the Manager's job, and certainly fine for the Manager and a Council Member, whether it was the Mayor, or whoever, to do it together. She stated the Village was best served if it put its best face forward, and this was in no way other than in the context of welcoming someone and giving them the information they wanted, as far as Codes or procedures, or directing them to the right department. Council Member Genco felt the Manager was a representative of the Village, so there was no problem with him having a meeting with anyone whether it was a new homeowner or a developer, or whoever. She felt if it had something to do with • anything that could affect zoning, planning, building, or the aesthetics of the community, and if it was more than a cursory review, he should inform the Council and do so by some type of memo to Council. She noted it was very important for Council to know what he was doing, because if it turned out to be a business that the Village really did not want, Council and the residents could let them have some feedback. Mayor Humpage felt Council Member Genco and the Vice Mayor had good points. He noted Council could explain to them that the Village code was where everyone wanted to be and by adopting the current ordinances, zoning and density, everyone wanted to keep it that way. He stated if a development fell within the parameters of the Village code, Council would be receptive to them coming in if there were only a few minor hurdles. He mentioned Council would be willing to take a look at it, and address them. He felt the Village needed to be courteous, and at the same time needed to keep their ordinances and zoning in place. Council Member Genco mentioned, as an example, taking the Old Kmart or Winn Dixie and making it a National Call Center. She stated maybe Council did not want a call center, and preferred a skating rink there; that was why she as a Council Member would want to know what was going on. She stated she could give her opinion, and get the opinions of the residents' desire. Council Member Paterno stated as far as a consensus from Council to give the Manager the ability to go out and find businesses, he felt everyone agreed Council does not want density, and that the residents like the way they live, because it was such a beautiful place. He suggested Council should come up with . policy and some ideas so the Manager knows what they want, and what they do not want. Minutes -Village Council Workshop March 28, 2005 Page 12 Mayor Humpage commented he felt the Manager understood what Council wanted, and if someone came forward and they were within the current ordinances on density and zoning they would be approved. Village Manager Couzzo noted he would incorporate that into his report regarding those meetings. A member from the public requested to speak. Mayor Humpage indicated this was a Workshop and no public comment would be taken. Council Member Paterno agreed with the Vice Mayor that the Manager should be given some authority to go out and seek larger businesses for the community, or contacting residents on Jupiter Island come operate in Tequesta. Mayor Humpage felt this should be part of his goals and objectives. Council Member Genco agreed that could be put in as one of Council Member Paterno's goals for the Manager. Vice Mayor Watkins asked for clarification on email correspondence between Council Members. She mentioned it was in her nature, that if someone emails her, she responds in someway. She questioned whether it was all right to get and receive emails from Council Members. Council Member Genco noted she could respond to say thank you. Mayor Humpage cautioned Council to be very careful with emails, because inadvertently there could be an error made in the Sunshine Law. He felt it was a perception issue. Council Member Genco noted Council could get rid of a wrong perception by copying the Village Clerk, so that it becomes a public record. Mayor Humpage felt it should be directed through the Village Manager or the Village Clerk, and they could disseminate the • information rather than sending directly to individual Council Members. Council Member Genco indicated to a degree she agreed with the Mayor, but at the same time, if it was just for information it was allowable. She mentioned she was very comfortable with this type of situation, because she had been dealing with the Sunshine Laws for about 20 years. She stated that was why each year she asked that new Council Members have an initiation into the Sunshine Law, so that they could understand them better. She commented the Florida League of Cities has addressed the issue, because many of the members send emails to each other. Mayor Humpage indicated he gets a little nervous with that type of correspondence, due to perception. He mentioned he would rather send it through the Village Clerk for dissemination. Mayor Humpage He asked Council to give some serious consideration to the Village Attorney Fees. He indicated he went back over the Budget, and reviewed the fees for this fiscal year, and at 5 %2 months into the year, the Village was at 70% of the budgeted amount. He felt some of the information that was sent to the attorneys was premature. He asked for a Consensus from Council whether there should be a mechanism by which the Village uses the attorneys. He felt unless Council directed the Attorney to do something that he should only respond to a Consensus from Council, or the Village Manager's direction. He felt that a lot of the smaller charges could be eliminated, by slowing everyone down. Council Member Genco clarified that Staff needed to try and work through things before going to the Attorney. Mayor Humpage stated anything going to the Attorney should have a • Consensus of Council, or go through the Village Manager. Minutes -Village Council Workshop March 28, 2005 Page 13 Council Member Paterno noted on the same line, he had brought up to the Manager the • mold situation where Council directed to send them a letter. He indicated now it was to the point where he saw a document that said the owner told them to only speak to Attorney Hawkins about the situation. He felt the intent was for Attorney Hawkins to send them a letter and try and get them going. He felt the Village Manager or someone from Staff would be more appropriate to handle a lot of these issues. He stressed every time Attorney Hawkins had to write a letter it cost the Village money. Village Manager Couzzo indicated he had spoke with Attorney Hawkins this morning regarding the mold situation. He indicated the Attorney's for the building got involved because they had received a letter from our Attorney, and that he should direct his comments back to their Attorney. He indicated Staff would take care of the situation, but noted there were a number of things the Village could look at without seeking a definitive legal opinion in order to keep the costs down. He mentioned Staff was instructed early on, years ago, that if they needed to contact the Village Attorney, they needed to get approval to do so. Council Member Paterno noted along with that Staff was contacting the engineers and consultants to ask questions. He stressed the bill keeps going up, and because it was budgeted does not mean the Village has to spend it. Village Manager Couzzo explained with the Utility engineers that were licensed professionals, and they give the answers to questions the Staff does not have the ability to answer. He noted there was a difference in whether Staff made a wrong determination, then if they do, because they would be liable instead of the Village, if their calculations were incorrect. Council Member Paterno explained he would like to know what was being spent for the engineers or consultants on • a project, aside from the total project amount. Village Manager Couzzo noted this would be broken down in the budget. Mayor Humpage suggested directing the Village Manager to give Council copies of the Attorney bills on a monthly basis. Consensus of Council agreed to have the Village Manager provide a report on a monthly basis. Council Member Genco suggested putting it in the agenda when Council's received it. Consensus of Council agreed to only bring the Attorney's into a situation, if it was a consensus of Council or at the request of the Village Manager. Council Member Resnik suggested a provision be added in the Council procedures that the Attorney tasking was only done through the Village Manager or a Consensus of Council. Consensus of Council agreed to add the language to the procedures. Village Manager Couzzo noted there were interesting situations this year, such as the closed-door sessions, Special Meetings, Workshops and legal issues that required additional legal costs. He mentioned this was the first time in the Village's history that Code Enforcement fees had been recovered through fines and liens. He indicated those fines go into the revenue side, and was not shown on the legal side. Vice Mayor Watkins commented Council does appreciate all that Attorney Hawkins does for the Village. Mayor Humpage agreed, but stated he wanted to be cautious. Council Member Resnik noted regarding Council Member Paterno's request on receiving quarterly reports on appropriated funds. Council Member Paterno suggested it would be nice to know how much money had been spent, and the remaining budget amount. Mayor . Humpage agreed with the quarterly Report. Minutes -Village Council Workshop March 28, 2005 Page 14 Council Member Paterno questioned the email address given to him on the website. He . stated he did not how to access it, or if there was a password. Village Manager Couzzo indicated those emails come to the Village, via the website. He suggested there was a possibility of linking them into their homes, or into their laptops. He noted Staff would check their email everyday and forward to them. Mayor Humpage asked if the note was still attached to the website that the emails were public records. Village Manager Couzzo responded yes. Village Clerk Carlisle mentioned the Village website was set up that all Council emails come to her, and then she forwards directly to Council. Council Member Resnik commented he appreciated the increase in the email communications exchange from the Village Manager's Office and the Clerk's Office, relative to keeping them up to date. He felt it helped considerably. Council Member Resnik questioned whether the procedures statement would be revised, and presented to Council for final approval. Mayor Humpage responded in the affirmative. Village Manager Couzzo indicated Staff would revise and present a draft to Council, and if they felt there were some additions or deletions, they could contact with the Clerk. III. ADJOURNMENT MOTION: Council Member Resnik moved to adjourn the Meeting; seconded by Vice Mayor Watkins; motion passed 5-0. The meeting was adjourned at 8:30 P.M. ~~ en Carlisle Village Clerk •