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HomeMy WebLinkAboutDocumentation_Regular_Tab 04F_11/16/2000 � � Tf , � y � VILLAGE OF TEQUESTA � DII'AR'I11�.NT OF CO1�Il�Ii.TNI7Y DEVEI,OPMENT y � o � Post Office Box 3273 • 357 Tequesta Drive �� `'� o �' Tequesta, Florida 33469-0273 •(561) 575-6220 � y � y �" FaY: (561} 575-6239 y Co �,Lr��E OF TEQUESTA V�LL�;�GE CO�CIL WORKSHQP 11�ET�NG MINUTES �TO�E.11-!ISER 3, 2000 I. CALL TO ORDER A�D ROLL CALL The Tequesta Village Council held a Workshop Meeting on the subject of General Policies and Procedures at the Village Manager's Conference Room, 250 Tequesta Drive, Suite 300, Tequesta, Florida on Friday, November 3, 2Q00. The meeting was called to order at 2:00 P.M. by, Mayor Joseph N. Capretta. A roll call was taken by Betty Laur, Recording Secretary. Councilmembers present were: Mayor Joseph N. Capretta, Vice Mayor Elizabeth A. Schaue�, Councilmember Basil E. D.ala.c.k.,. Councilmember_ �e_r�ldine Genco, and Councilmember Sharon Walker. Also in attendance were: Village Manaqer Michael R. Couzzo, Village Attorney John C. Randolph, and Village Clerk Joann Manganiello. II. APPROVAL OF AGENDA Vi.ce Mayor Schauer made a motion to apprave the Agenda as submitted. Councilm�ember Genco seconded the motion. The vote on the m�tion was: �oseph N. Capretta - for Elizabeth A. Schauer - for Geraldine Genco - for Basil Dalack - for Sharon Walker - for The motion was therefore passed and adopted and the Agenda Recycled Paper VILLAGE COUNCIL WORKSHUP MEETING MINUTE3 Navember 3, 2000 PAGE 2 was approved as submitted. III. COMMUNICATION FR4�I CITI�ENS There were no com�cnunications from citizens. IV• REVIEW ,AND DISCUS3ION OF C�ENERAL PQLICYES AND PROCEDURE$ Mayor Capret�a announced that this meeti�.g woulc�. address general policies and proceduxes to make meetings more businesslike, and woulc� be discizssed in two phases. Discussi.on durinq Phase I would address the publi.c talking to the Village Co�ncil, i.e., how and w�hen cammunication from ci.tizens would take place, discussion of the public asking c�zestians of specific members vf the ViZlage Council, non aqenda i.tem�, an.d en�arc�ment o� the 3--minute rul�. P�ase II would be a d.iscussion of haw the Village Council members dealt with each other, addressing such items as cha�nging the agenda, request�n.g staff work, calling the roll for each �rote. Mayor Caprett� requested that in the futu�e the rol), call �or voting be ordered as follows : The maker of the motion, the person who second�d the motion, the Mayor last, and the ath�rs mixed up i.n any order. Councilm�mber Dalack suggested that voting b� in the form of "ayE" and "nay" the majority of the ti.me, unless an item was controversial. Village Attoxney Randalph advised that it v�as not necessary ta have a roll call vote, al.thouqh sometim�s it was more orderZy for the �lerk, and if the Villa,ge Cpun�il preferred to have "aye" arid "nay" votes they could do so except when there seemed to be a roll call. Mayor Gapretta indicated he would call for a roll ca].1 vote if there seemed to be a divisian. Village Attorn�ey l�andolph ad`rised tM.ere was nothing in the Village charter or in Rob�rt's Rules of Order that required a roll call vote. Diseus�ion ensued. Attorney Randolph advis�d if there was only one "nay" it w�ouid be cleaz who voted but if the �lerk could not distinguish who voted "nay" that � roll call should be done. Councilmember �enco pointed out that i.f there was a � "nay" then a roll ca�.1 vote could be done; that sameone could request a roll ca11 vote; and that �omeone could VILLAGE C�UNCIL WORKSHOP MEETING MII�iLJTES November 3, 2000 PAGE 3 request a blind ballot vate. The Village Attorney indicated that a blin.d ballot vote was done very infrequently, not when requested by an individual but th�re should be agreement on the types of items for which �he Cou.ncil wanted blind ballot voting, for instance, if it were somewhat embarrassing to have a voice vote in regard tra appQintment of a person to a Board. A�torney Randalph advised, however, that ballots mu�t be signed, and they became a.part af the public record, so the end result was the same-every_one wauld know how each person voted. Vice Mayor Schauer commented the only time she had dane a written vote since becoming a member of the Village Council was dur.i.ng Mr. Gouzzo's a.nterview. The yil�.age Attorne�r commented it was not appropriate to vote blind ballot much but i�t was an option. Village Attorney Randolph commented tY}at this was a workshop meeti,ng and therefare the Village Counci.l could not tak� votes at this meeting, but it was an oppartunity ta work out procedures. The issue of vpting w�s clarifiecl that vating trould be by "aye" or "nay" vqte, except when the Mayor or another �ouncil.member requeSted a roll CaZl vote; and rall call votes would be orctered and called for by the clerk with the person who made the motion called first, the person who secorided �he motion called second, and the others called in any brder except the Mayor would be called �Q vote last. V�.liage Attorney Randolph requested di�cussion zegarding Communicat.ians from Citizens of whether the Village Gounc.il wished to retain the 3-minute rule, the consistency of its application, whether its pasition on the agenda sklould be moved, and the role of citizens at that stage. The Village �ttorney explained that in ather entities y�rith which he was fama.la.ar, this agenda item wa� an opportunity for the ei�cted bod�r to hear the concerns of the �itizen� and was not an oppartunitX for debate, not an opportunity �o ask questions of particular Councilmembers. Attorney Randolph advised it was his belief and that under Robert's Rules of Ord�r any question put to anybody shoul�i always be put through the Chair, by the public, by th� Councilmembers ar�d staff, and the Cour3.ci]'members and staff should all say, "Mr. Mayar, m�.y I address tha� point7" Pittorney Randolph expressed his opinion that it was not appropriate during VILLA�GE COUNCIL WORKSHOP MEETING MINUTES November 3, 2000 PAGE 4 ----------------------- Communications from Citizens for a citizen to ask questi.ons such as: "Mr. Ran.dolph, why didn't you do that?", which they could call him on the phone to ask. Attarney Randolph advised it was his opinion that Communicatians from Citizens was a time for citizens just to state their concerns, which both staff and Council would hear and then could deal with, and not to answer qu�stions at that particular time. Mr. Randolph explained that in other entities that portion of the agenda usually went very quickly, with people speakinq for 3 minutes and then the meetin,g .proceeding ta the next agenda item. Attorney Randolph commented that recently, riqht or wrong, that portion of the meeting had gone on for an hour or an hour and a half because the Villaqe Council was attempting to ans�er questions asked at that time, and h� was snggesting the Villaqe Council miqht want to look at that in a different way. Councilmember Genco comm�nted there were several issues: {1) there were qeneral communications from citizens where citizens were askin.g ite�res such as when would their road be� paved, etc .( 2) there were speci.fic concerns with regard to a definite agend� item. Village Attorney__Randolph advised that would not be discussed under Communi.cations from Citizens, but under thQ specific agenda item. (3) Citizens statinq a Councilmember wa� on the record for saging sQmething and wanted t�i.e Councilmember to state their position. Councilmember Genco stated she felt she should be able ta .justify her �easons. Mayor Capretta commen�ted. th�. cit.i�ens._ shauld. ask the Mayor, and he would then ask the Councilmember if he or she wished to answer that at that time, whi.ch would give the Councilmember a choice wY�.ether to answ�r the question publicly at that mc�ment or whether they preferred to handle it in a different way, which would avoid t#ie conversations that had been happening with dialog between a citizen and a Cauncilmember, and then others speaki�.g up. Village Attorney Randolph advised Councilmember Genco that in order for her to m�ke comment� rega�ding h�r feelings on something she did not have to ha�re a resident ask, but that she had the right to say what she wanted about any topic at any particular time. Villaqe Attorney Randolph advised against establishing a situation where a Councilmembe� would say to a resident that in arder to get a discussiox� on a particular topic they should ask a s�necific question to give the Councilmember an opportunity to speak �heir VII�LAiGE COUNCIL WORKSHOP MEETING MINUTES November 3, 2000 PAiGE 5 position. The Village Attorney explained that his idea of Communications from Citizens was a citizen saying, "My road has not been..paved, you have promised to pave it for the past six months, and I wauld like �o know when you will do it", to which the Mayor could then respond by asking Mr. Couzzo if he knew the status and if he did he could respon.d; but this was not the ti.me for any Councilmexnber or any Staff inember to be put on the spot regarding a matter that was not an a,genda i.tem. Councilrnember Genco expressed aqreement. Councilmember Gen.co commented if the question was regarding an issu� on wh.ich � vate had been taken in a prior month and she was asked by the Mayor i.f she wanted to respond, then she was ma_�ing a decision politically if she wanted to make her position public or if she wan�ed ta handle it on an individu�.l basis pe�haps because sh.e was not prepared or if she was ready to take the political reperGUSSions, which was politics. Attorney Randolph respanded he did not think Communications from Citizens was a time for.politics, but wa� a time to hear from resid�nts and not a time for questions �n.d answ�rs, The TiTillage Attorney advised that there were a lot of questions p,eople could ask Councilmember Genco out�ide a public meeting,and that they could ask staff outside a public meeting, and unfortunately when someone was trying to direct questions to five.people, even if it was thraugh the Chair, durinq Communicatians from Ci.tizens, it could get out af control. Mr, Randolph advised i,t was a decision to be made by the Vi.11age Gouncil, but he had not seen it work in other communities like it had wo�ked in �equesta recen�ly. Counciln�ember Genco stated she agreed, and that n�.eetings were lasting longer than they should. Mayor Capretta indicated he felt he should shield the Councilmembers and the staff by makin c�.estions come to hi.m so that no one would be put on the spot if they were not ready to answer, and the.,public deservred an answer but it did not have to be an ad lib answer on the spot. Vice Mayor Schauer questioned if Councilmemb�rs could go to Village Manaqer Couzzo after a meeting and ask him to follow up a valid _question raised by a resident with a letter or phone cal.l, to which Attorney Randolph responded affirmatively, Attorney Randol�h conunented that Councilmembers coulci. do that but most of tl�.e time it would not be necessary, because the Villa,ge Man.ager would be listening to the residents during the meetirig and as a VILLP,�GE COUNCIL WORKSHOP MEETING MINUTES Navember 3, 2�00 PAGE 6 ----------------------- matter of course would attempt to answer tl�em. The Village Attorney advised that the problem with trying to answer all of the questions in a Council meeting w�s the length of time added to the meetinqs, and at County Commission meetings and other meetings peop�e would m�ke comments, the Chair would thank them, and the meetinq would proceed to other matters. Mayor �apretta cammented �hat many of the Communications fram Citizens v�rere speeches rather than questions or complaints., which was the reason the 3-mi.nute time limit was originally institut¢d so that meetings would not last forever, and that many times the citizens wanted to tell the Village Council what they thought, which was one af the reasons Communications from Ci�,izens was on the agenda. Villaqe Manager Couzzo commented he would be happy to respond back and that two reading fil�s were now kept of all correspondence. Mr. Couzzo announced that he planned to be at Council meetings an .�our before the meeting to answer any questions. Councilmember W�.lker commented that Mr. Couzzo planned to sta�t this practice at the November Villaqe Council meeting �,nd suggested if Coun�ilmembers also want�d to show up earl� before meetings so that citizens could ask them questions rather than asking the questions during the meeting Mr. Randolph cau'tioned that could be treadinq on danqerous territory if Counci]..n�.embers were going to arr.ive early and min.gle with the public to answer c�uestions, and recommended that be noticed. Mr. Cauzzo commented his idea wras just for him. Attorney_ Randolph explained that if Councilmembers were speaking individually to their consti��a.tients �hat was fine; however, if it was scheduled for 1/2 haur before each meeti.ng it became organized and if three or four members of the Villaqe C'ouncil were in one room discussing matters that could come before the Village GounCil they ran a risk of violatinq the Sunshine Law. Coun�ilmember Genco commented she liked Mr. Couzzo's idea of him going early to s�eak with the public�. an.d thouqht everything possible should be dane to establish better communication. Councilmember Dalack wondered if durinq the public meeting with the Village Manager, Councilmembers �ould be pr�sent only to listen and not say anythinq, since he felt it would help him to hear what people wanted w�.thout someone interpreting it. Mayor Capretta responded that it would be impossible for Councilmemb�rs not to speak. Village Manager Couzzo explained he envisioned a very informal . VILLAiGE COUNCIL WORKSHOP MEETING MINUTES November 3, 2000 PAGE 7 meeting where he would sit at a table and people coming in and asking him questions, and commented that some people might come .in and ask guestions in an informal setting �ho miqht be hesi.tant to speak fram the podium during a meeting. Mayor Capretta suggested that I�r. Couzzo could provide the Councilmembers wi.th a list of the questions he had been asked, which would answer Mr. D�lack's concern, and advised that the session.s would probably start out with a lat of guestions but then level off to only a few, but he would still be there if people wanted to talk to him, and would,present a frien.dly concept. Coun�ilmember Dalacl� stated it was a good idea for the Villaqe Councilmembers not to be.present. The Village Manager stated he would send to the Cauncilmexnbers a list of the questions that were asked. Vice Mayor Schauer comment�d if a group of citizens came to speak to the Villaqe Manager about a problem, providing a synopsis of what had �ranspired to the Councilmembers would be a good idea in case they got phone calls about �h�t subject. Mayor Ca�retta conunented he had obtained a brochure from Jupiter describin,g their procedure for est�blishing Charter Neighborhoods, which he would present �o the Cauncil at a future meeting. Jupiter employed a full-time Charter Manager who orqanized areas within the town so that the citizens could meet to discuss issues. Mayor Capretta commented that some residents of the Village from ti�n.e to time mentioned that they were not with�n a Homeowners Association. A proqram like the one Jupiter had instituted would answer their needs and one Councilmember could be assigned to an area, and the meetings could be held in som,eone's home. The Mayor explained he had discussed with the Village Attorney the order for speaking during quasi-judicial hearings, and explained that the problem �}ad been that the public had been called after the vote had been taken, so " they felt their comments were a waste of t,�me. Discussion on this issue ensued. The Village Attorney advised the applicant should have the last word to �ddress anything � that came up from the public since he had to carry the burden. Councilmember Genca suggested cal�.ing for comments from the public following the Villaqe Council's discussion, since that discussion might answer some of the public's VI�7�AGE COUNCIL WORKSHQP MEETING MINUTES Novembe� 3, 2000 PAiGE 8 �j����/w��w�������T��r�� questions . The folloy,ring order t«ras decided upon: f1) Applicant ( 2 ) Staff (3) Village Council (4) PubliC ( 5 ) 3�i.pplicant - final comments (�1 Executive Session - voting This would make twb changes: assurin.g 'the public would be called upQn befare the vvte, and allowi�.g the applicant final comments before th� vote. Swearing in pf wi�n,esses was discu�sed. `Tillage Attorney Randolph recommended it be stated at the beginni.ng of �h� hearing: "All peopl� who wish to speak fo� or against thas project please stand and be sworn in." The Village Attorney indi.cated he believ�d it va�as not necessary to go around the rc�om a�king, each person to give hi� n�.me and address since they would do t1�at when they spoke, and that i.f du�inq the hearing anyon� wanted to speak who had not been s�ro'rn they cou.ld be sworn at that t�.me, V'iCe Mayor Schauer reported an attorn�y.had called her inquiri.ng �.ow the Village handled quasi-judica.al heari�+�.gs in regard ta publia commen�s, and she had responded that the public was called upon after dis�ussion. by the 'Villag� Gauncil. Mayor Capretta commented that had not changed. Vi,llage Attorney Rancialpl� discia.ssed e�-parte Comta.unication, and advised that re�orts by each Council.member zn.ust state who they spol�e to and the subject discussed because everyone in the audi.er�.ce needed to know what had tran5pired, and the applicant could know what he was facing, �aecause the Cow�cil.xn.exnbers were not supposed to have any preconceived ideas as to haw they were going td vote on an issue. Attorney �.andolph advised that visiting the site must be announced as ��-par�e communication, Village Clerk Man,ganiello reguested clarification �egarding how the in.dividual Councilmembers wer� to respond during Communications from Ci.tizens since all questions and conunents were to b� addressed th�ough the Mayor. Mayor Capretta responded that he would asl� the CQuncilm�mbers if th�y wanted to address th� subject at that tinne, which would give them a choice to either resgond or to state they VILLAf3�E COUNCIL WORKSHOF MEETING MINUTES November 3, 2000 PAGE 9 would respond with a letter or phone call, or howe�er they wished. Mayor Capr�tta noted that he would do the same if the comment or ctuestion was addxessed to staff or to the Village Attorney. Village Attorney Rand�lph asked if the resi.dents would be advised that Comm�n.�cations from Citizens was a time foz the Viliage Council to hear from the3a. instead of a time for questions �nd answers and d�bate. Mayor Capretta r�sponded affirmatively. Village Attorney Randolph adv.ised that dnring agenda items the public shauld be gi.ven an opportunity to ask questions rQgarding that particular item. Councilmember G�nco commenfied that if a citizen wished to speak during Commun.ications froin. Citizen.s an an item that was on the age�nda, the Mayor could say that was an age�da item and could be addressed at tY�.e tim� it was b�ouqht up on the agen.da. Vill�.�e Clerk I�ar�qaniello cosnme�.ted if an individual Councilm.ember, or anyone else jaho was asked by the Mayor if they wished ta respond, chose to respond during Communications from Cit�.zens tha� c,au�.d lead to discourse. Councilmember Genco respo�ded everyone shou].d agree that if it was im. re.gard to an agenda item each wauld answer that they would respond during �he agenc�a item. It was decided that the three minute time limit would be for the whole discourse, and there would be s�rict adherence to the 3-minu�e li.mit . The Recordi.�.g Secr�tary questiQned whether the 3-minute limit applied during agenda items, to wha.ch the response was that it did. Vige Mayor SChauer recommended that at the November Village Council meeting th� Mayor should anno�ce the.,proceduzal chan�es made at this meeting and that they would be in effect from now on. Mayar Capretta agreed that� was a good idea. Mayor Capretta suggested Communicatians from Citizens be moved to follow the Consent Agenda, which would allow all hous�k�epin.g items to be don� first, and would leave the real meat of th� agenda to follow. Coux�cilmember Dalack agreed except with the provision that the Mayor would have the option to ehange the arder on the a_genda in special circumstances, such as the school discussian which took place at a recent meetin,g when there were many people who came specifically, for that subject. Mayor Capretta responded that sometimes when a.group came for a particular item, he could move Communications from Citizens, but would normally l�ke to see all housekeeping matters first, then VII,LAGE COUNCIL WORKSHOP MEETING MINUTES November 3, 2000 PAGE 10 Communication from Citizens, then the rest of the agenda. The Mayor commented that Village Manager Couzzo had suggested a fixed time such as 8,p.m. be set for Communica�ion.s from Citizens, but this way it should fall normally at around 7:30 p.m. Vice Mayor S�hauer noted that Communications from Citizens used to be last on the agenda. Councilmember Walker commented that Comnlunications from Citizens was last on the Community Appearance Board and Board �� Adjustment a.gendas . The Vice Mayqx commented that she thought moving it lat�r on the Vi31�.g� Council agenda would start everythin in a better tone . �T���a�e CZer?� Manqaniello clarif��d that the 3-minute limit would also apply during citi�en involvement on aqenda itex�s. Niay�aar Capretta requested cl�scussion of how to handle situations where a member of the Village Council wanted to instruct the Villaqe Manager and Attorney to do something, sueh as ocCUrred at a recen.t meeting w�en ci.tizen Jim Humpag� had read a statement from t�ie organization he was representing re.garding a referendum on �he location of the Village Hall� following which Councilmember Genco had instructed the Village Manager and the �}.,ttorney who was present to prepare language for the ballot. Mayar Capretta expressed his opinion that the ri.ght wax to handle that procedure would have been for Councilmember Genco to addzess the Mayor and request that item be placed on the next agenda. Councilmember Genco stated that was what she had done. Mayor Capretta commented he w�.n.ted to be sure everyone urzderstood the p.rocedure if a Councilm�mber wanted something added to the ra.ext agenda, work dpne by t1�e staff, etc., and whether a vote would be taken. Mayor Capretta described a scenario where a Councilmember_.�aanted something done by staff under New Business� and requested t�e Mayor add the item to the next a,genda, and .guestioned whether he sho�.ld respond by asking for a motion to that effect. The Village Attorney responded that the issu� was haw things would be added to the aqenda and the tull Village Cnuncil needed to determine whether to„put the item on the next agex�da as requested. Village Attorney Randolph commented it did not seem appropriate to ,place items� on that night' s agenda at all with staff having no opportunity �o do any backup or to know anything about the i.tem; an.d i� put the Vi.11age Council at a disadvantage of having to vote on something without possibly having all the i.nfo�m.ation they M VII�LAGE COUNCTL WORKSHOP MEETING MINUTES November 3, 2000 PAGE II -----T--�-------------- needed to make a vote. Village Attorney Randolph noted this type of situation had come up another time regarding the Country Club monuments and whether xn.oney should be spen.t to fix the sidewalks. The Villaqe Attorney advised that .it was appropriate, as had been done in the past, for each to say they would like to discuss a matter u�der Any Other I�latters, but that it should be �.n informational matter� such as reporting attendance at a meeting. Village Attorney Ran.dolph advised that it was nq� appropriate ta bring up a new matter to be voted on that night s.ince it placed both staff and Couneil at a disad�antage; however, under Any,Other Matters was the time to request an item be added to .the agenda..for the next m.e�ting Cot�ncilmember Genco commented there would be some minor items that could be disposed of quickly by voting tk}at night, that discussion could be held on items and then a vote taken whether to put it on the next agenda, and also if a Councilperson was no� prepared ta vote an an item they could.reguest it be delayed to th� next agenda. Attorney Randolph advised there were disadvantaqes to voting on new items which were that if Councilm.embers knqw they could add a new item and attempt to talk the other members into voting on it that night it allowed for the agenda to be prolonged; the public had not been notified that item would be discussed that ni,ght because it was not on the agenda; and the staff and the rest of the Councilmembers might not be prepared to address that.,particular item. Councilmember Dalack expressed his opinion that as a matter of standard,policy the Villa,ge Cou.nci.l shQuld not vote on any item which was not on the agenda, particularly because the,public would not know it was going to be voted on. Councilmeanber Walker and Mayor Capretta expressed agreement. Councilmember Dalack coxa�n.ented he had recansidered things following a meeting, for example, the Country Club monuments, and ,guestioned tY�.e procedure for reCansidering an action. Village Attorney Randolph responded that under Robert's Rules of Orc�er, a motion for reconsideration should come at the meeting or at an adjourned meeting, but if a Councilm�mber wished to reconsider he or she would have to request a special meeting or adci it to the agenda at the ne�t meeting if the money had not been spent, but a situation could arise �rhere one Councilmember a�l�ed the Village Manac�er not to spend the money because �hey wanted the action reconsidered but . w vzr�E cov�czL woRxsxop MEETING MINUTES Navember 3, 2000 PAGE 12 ----------------------- the other Cou.n.cilmembers did not agree . Vice Mayor Schauer read aloud a s�ction from Robert's Rules of Order which discuss�ed reconsideration of motions, a}�d advised that government should check with their attorneys and proceed carefully, since they might have statut�s or laws concernin� the presentation of business, and some government organizations had adapted rules of order to � allow the vo�e on a motion to be reconsidered at the next meeting. Attorney Randolph responded tha� was not to say that if action had not been taken, for instance in the "monum.ent situation, a Councilmember at the next meeting could indicate they wished to place the item on the next agenda and then the others who had voted for the motion could either say they did not want to do so or to h�ve the matter placed on �he next a.genda. Di�cussion ensued. Village Clerk Manqanie].10 pointed out this procedure would prolong the matter for another mo�n.th. Coun�ilmember Dalack commented what would happen if a contract had been executed, to which the response was it wQuld be too late to reconsider. Village Manac�er Couzzo suggested in those types of situations to try to �ind out .�f the issue was tinte sensitive and if the Councilmembers felt they really did not have all the information then vo�e to defer. It was noted that the Country Club monument s.ituation had not been on the agenda that night and was a good example of violating the rule of not voting on items that were not on the agenda. Councilmember Genco explainec� she had brought the matter u� because it had been discussed at so many prior Council meetings that s�e had fe�t everyone was prepared to deal with the issue. Cduncilmember Dalack commented the situation dramatized the nec�ssity of having a policy.. Councilmember Dalack requested a policy on reconsideration. Village Clerk Manganiello commented that speaking as a staff �erson, staff may have already set in motion the direction.given them by the vote, and problems cou�.d be created if it were to become a habit to reconsider items. Mayor Capretta commented the only way to handle reconsideration was to bring it up under .Any Other Matters at the next meetin.g and ask for a vote, and if the situation had already been taken care of, such as in the case of the Country Club rnonu�nen.t� wherethe money had been spent� then it was too late; so at the No�tember 16 meetinc� if the money had n.ot been spe�.t then it could be brought up. Councilmember Genco commented if a request � VILLAGE COUNCIL WORKSHOP MEETING MINUTES Ncsvember 3, 2000 PAGE 13 ----------------------- for reconsideration �ras not xnade before the meeting adjourned then the Village Council was opening �hemselves to litigation by changing their minds at a later date. Village Attorney Randolph advised that was true if one person was able to change the direction of the Village Council, but putting it on the agenda for the next meeting fo� a. vote sPx�i�ld be okay. Vice Mayor.Schauer commented there were sometimes matters which came up after the agenda was published wizich needed to be considered at the meeting, and suggested in those situations that the Village Manager be no�ified given all possible backup information, and assure that the Village Manager provided that information to eaGh member of the Village Council prior to �he meetinq. Councilmember Walker suggested that Village Mana.ger Couz�o co�}ld add the item to the agenda under Approval of Agenda to keep to the new poli�y just established, that voting would only be on items which were on the aqenda. Villaqe Clerk Manganielio commented that did not .,give en.ough timc� to review the information. The Village At�orne� commented that it would be informational items and not items that would }5e voted on, and items should not be added u.nless it was an emergency situation. Villa.ge Glerk Manga�iello cammented staff would m.ake every attempt not to add last minute agenda items unless it was absolutely r�ecessary. �Tice Mayor Schauer commented that the money needed for the railroad cresssin_g had come up a� tl�e last �.inute, and there would be other s.�milar situations. Vil].age Clerk Man.ganiello summarized that the decisio� was to try to limit .Any.ather Matters to informational matters, such as reports of.meeti�gs attended, .and.should...a m.atter need to be reconsidered that would be the time to vote on whethEr to place i.t on the next agenda. Mayor Capretta requested the Village Manager write up the procedural changes made at thi.s next meetira.g to be reviewed by the Councilmembers and then he would use that list to make a statement at the next meeting of the Village Council. Villaqe Attorney_ Randolph commented that since this was a workshop meeting where no vat.� could be taken these were really not changes, but that in light of the com�nents made at this meeting _ the ZTillag�e Manager could write a list af pracedures. The Mayor clarified he would � VILLAC3E COUNCSL WORKSH4P NlE�TING MINUTES November 3, 2000 PAGE 14 like the list reviewed by the Councilm.��qbers to be sure eQeryone agreed those were the procedures discussed at this meeting. Vice Mayo� Schauer commented sh� had a hard time with a vate being recqn�idered on an aqenda item and tha only time it was proper was at the same �q.eeting the vate was takera.. �lttorney R�ndolph stated that was correct under Robert'S Rules of Order, but that was no� ta say that if a. Cota.n�ilmember, upon refle�tion, believed thei.r va�e had been wrong, that the Councilmember coul�. not tzn.der Any Other Matters state they had thouc�ht about the way the Council had voted on an is�ue and reguest it be placed on the ne�t agenda for discussion. Attorney Randolph explained that if th,e others who had voted in favor did not agree, that was the end of the matter; or it could be voted on to place it on the next agenda. The Vice Mayo� commen�ed she wanted to avoid havinq every decision second guess�d, to whieh th,e response �as it was extremely unlikely to hap�en since three members of the Council mus� vote for a�t to happen; and the Village At�orney commented if things �zer.e. already. ..ix� mo.tion and �he money spent it would be too 1ate. ' Councilmember Dalack called for discussio� on adhering to the 3-minute rule, durinq_which ayr�ement was reach�d that the speal�er should be allowed �o finish their s�nte�ce but no'� ta finish their thought, since that could take a long time. The Village Attorney advised that a speaker shauld not be allowed to give �hei� 3 minutes �o �omeone c�se so that they could speak for 6 minutes. 1� past situatian where a speaker had been all.owed to continue out of re5pect for his age was mentiox�ed. Pracedure for accepting requests ta speak was discussed. The Vice �Sayor adv�sed t�,at the ScY�ool Board was so strict that o�.e must teZephane ahead af time to be allovsed to speak. It was agreed tl�at request to speak cards would be accepted a�ter the meeting had star�ed up until the tixne Communi�ations from Citizens started, but the Recording Secretar�* woul�i,.hand the cards to the Village Manager rather than passing them dowxi thE line. Gouncilm.ember Cenco reguested information on the purposes of advisory and staY�din.g committees and the Special Mas��r hearings, what those committees we�e fo�.ed to do, what occurred as a res�ult o� those committ�es, the ♦ �' vr� ccxn�czL wo�sxoP r�ETZxc� a�t�s Nove�r 3, 2Uf�0 PA� 15 ..___________.,.._____�..._.. par�icipation--if any-of the ViZlage Council, and what wa� done with resolutions th.at came f�om those committees. The Village P,.ttorney responded that the Special Ma.ster h�arix�gs were for code enforeement, which the �7'illage Council was na�t and shcsuld not be involved in at all, bccause the Special Mas�er was sittinq in a quasi-judici�l capacity and ruling. The Village Attorney comment�d he had never attended an administzative comma.ttee meeting so did not knor�€ esactly what accurzed but usual�.y tkze peopl� 4r� �he commit�ee would discuss a par�Gicu�.ar issue and the public could h�ve input, which he under�tood was the way the Villags conducted thear commi�tee meetings. Village Attorne� RandoZpY2 comm�nted �hat he was. referrinq to adma.nis�rative committees such as the Ei.nance and Administration Comma.fitee. �ouncilmember Genco indicated she referred to those as standi.ng committees, and the T�e� Board, e�c ., as �.dv�so�y com7n.ittees .�i.e y'il�.age Attorriey advased it wa� not a good thix�g for Councilmembers ta attend advisory boar�i meetin,gs unless th,ey were new and wanted to see ho�a things worl��d, and by a11 means shau�.d not go to those meetings and make recommendations �r state their thoughts on an issue because tho5e Boarcls were appointed by tY�.e C�wncil to advise the Gouncil� anct the Councilmembers should be approached fresh�.y on is�ues cansidered b�r �hose B�ards. The Village.At�torney ccum�tery.ted that some of the Soards made recommendations and som� macle final decisians, and a Councilmember s�ould not ex�±rt influ�nce when they had appointed boards tt5 m2tk� d�Ci,SioJtz.� and sametimes �Me mere presence of a Cow�.cilmemka�r could influence me�ers o� a Board. The Villag� Attoxne�r reported he had been called to the Co�tn�,xn.ity Agpearance Board to advis� new members regarding �uch items as the Sunshine Law. 1►�r. Randolph in+quired whether standizxg comma.ttees �sere scheduled on a par�icuZax date, to which Village Clerk Manganiello �esponded that at the �uggestion of Courxci3,rnember Genco, staff was attempting �to set a certain day and time for �ach �co�m.iti�ee shquld the need for a meeting c�ri�e, which would b� decided at th� n�xt me�;ting of eac�. cammitte�; and �hat the only coxn�i.ttee tor which a day and time had been selected was the Redeve�lopment Co�%.ttee . Mayor Capretta nated �hat at the com�anittee m�etings Gouncilmembers no� on the aommittees a�ttended�, �z�d he I.iked them to participate. Village Attc�rney Randolph stated �hat was no problem. Counci�.mem�aex Gen�n stated her • a VILLA�C3E COtJNCIL WORK3HOP MEETING MINUTES Novembe�7� 3, 2aoo FAC� 16 opinian that if a standing committee did not meet at least once a year it should be dissol�red; however, the Vill.age Clerk noted ordinarily al1 com�nittees met several ti.mes during each year; however, with �he recent transition the co�a.i.ttees had not met but a Public Works Committee meeting would be held in the near future. TYze Village Clerk requested that if the regular appointee to intergovernmental aqency committee meetings could not attend that Vi.11age staf€ be contacted so that the alternate could attend, in order to assure continuity and so the Village would not miss out on inform.ation. Ms. Manganiello commented she believed it was importan� for the attendees of the intergovernmental agency committee meetings to repart what had occurred to the Village Council, so that an alternate would be advised of what was happening in case they were called on to attend. Village Manager Cou�zo suggested staff si.t in the audience during meetings rather �han at a table in front of the dias, and come to the podium to make presentations, which would mak� them feel more comfortable and would also open �the space in front of the Council. The Village Ma.nager announced that three-ring binders would be provided to each Councilmember far their agenda�. Mr. Couzzo commented that his office would be obtaining folded note cards with the V.illage crest an the f�ont and a history of the Village and names of the Mayor and Council on the back, so that hand- wr�.tten notes could be sent. The Village Manager advised that these cards would be available for use by Councilmembers, and suggested th�y might be used far the Meet and Gree� program. Village Manager Cauzzo suggested each Councilmember could cantr5.bute to the newsletter on a rotating basis, if they chose ta do so. One Gouncilmember indicated they did not wish to participate. Vice Manager Couzzo reques�ed the Village Council review and r�affirm if they st� desired the goals established at their August meeting, since he had not been the Village Manager i.n August. Mr. Couzzo questioned whether those were the goals the Cauncil wished him �o ca�ry out or if they wished to amend them. Village Clerk Manganiello passed out a 1is� ot the goals to each Councilmember. MayQr Capretta reminded the Councilmexnbers that there were two sets of goals and objectives-one far the Council and . � ! � VILLAGE CQUNCIL WORKSHOP MEBTING MINUTES November 3, 2aQ0 PAC#E 17 ane for the Village Mana�er, and that the Village Manager wauld be evaluated for his performance on carrying out his gaals. The Village Clerk explained that the Village Manager's goals had been established in February, and that four of the fice Village Manager goals listed were her =esponsibility and wer�e being implemented. Vice Mayor Schaue= i.ndicated that Mr. Couzzo could assume th� goals and ob�ectives listed were still in place unless a specific change was instituted. Th� Village Clerk suggested new goals and objectives b� established after the n�w Village Counci.l was in place following the March election. � Counci7a:n.ember Genco requested the Village Manager do a fi.nancial study update on the construction of the Village Hall and Fire Rescue facilities and bring it to a Finance C�mmittee meetiz�g and then to Village Counci.l. V�,llage Attorney Randolph advised that could not be discussed at this time but that CounciZmember Genco might wish to bring it up at anothez time. Village Manager Cota.zzo thanked everyone for meeting on a Friday. Cour�.cil.member Walker commented she thaught it was great that staff would not be sitting at the tables at meetings, but requested that depaxtment heads at�end the mee�ings because �here were times the Village Council did not know the answers to issues and needed to consult them. Village Manager Couzzo commented that �ras not a problem, especially since there was only one meeti.ng a month, and that he would change his instructions that they did not need to attend. It was noted that if one of them cauld not be p=esen.t, that particular item could be deferred. Mr. Couzzo advised staff did not have to sit together in the first row, but could sit anywhere in the audience The Vice Mayor commented if there was an agenda item dealing with a specific department that department head would attend, and considering the new rul�es, if there was not a specifi.c agenda item for a department perhaps that department head did not ne�d to be present. Councilmember Dalack suggested i� could be bet�er far morale if their input was not anticipated to be needed that they did not have to attend every meeting. Vice Mayor Schauer questioned whether the employees received 3 hours comp time for attending meetings, to which Ms. Manganiello responded they received personal ti.me and that �heir p�rsonal days VILLA�E COUNCIL WORKSHOP MEETIN'G M�NUTF$ Navetnber 3, 2000 PA� 1$ __s....��..��.�.,�s�.....�......��-- had been increased from 3 to 6 for that purpose. The Village Clerk commented on the passibility of holding meet.ings during the da�r; hav�rever, the Councilmembers stated their pxeference for leaving �he m.eetings as they were. Village Manager Couzzo asked whether the Village Council wished to continue having a police officer at the Village Council meetings, since the Police Chief was present. Vice Mayor Schauer expressed her opinion that she pref�rred having a police officer in the room, which she agreed could be the Police Chief, Assis�ant Police Chief, or an officer. Village Clerk Ma.nganiello discussed the caordination process for using 3-ring binders far Village Council agenda material. An envelope would be provic�ed so that the material could be removed an.d the binders with dividersleft in the Council chambers, or to get it bac1� before the next meeti.ng. It was agreed to work with each Councilmember individually as to their preference. Consent agenda item.s were discussed. The Village C1erk explained that all consent agenda materials would be under ox�e divider in the binder, Tt was agreed to no longer designate cansent agenda items by an asterisk on the agenda, but to have one s�ction on the agenda with all the consent items listed. V . 14DJWRNMENT The meetinq was adjourn�d at 3:45 p.m. Respectfully subn�itted, - �� 0 � � Betty Laur - R�cording Secretary ATTEST : Joann Manganiello Vi3lage Clerk DATE APPROVED: