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HomeMy WebLinkAboutMinutes_Workshop_11/03/2000VILLAGE OF TEQUESTA DEPARTMENT OF COI~EVICJNTIY DEVELOPMENT Post Office Box 3273 357 Tequesta Drive Tequesta, Florida 33469-0273 (561) 575-6220 Fax: (561) 575-6239 VILLAGE OF TEQUESTA VILLAGE COUNCIL WORKSHOP MEETING NIINUTES NOVEMBER 3, 2000 I. CALL TO ORDER AND 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. Schauer, Councilmember Basil E. Dalack, Councilmember Geraldine Genco, and Councilmember Sharon Walker. Also in attendance were: Village Manager Michael R. Couzzo, Village Attorney John C. Randolph, and Village Clerk Joann Manganiello. II. APPROVAL OF AGENDA Vice Mayor Schauer made a motion to approve the Agenda as submitted. Councilmember Genco seconded the motion. The vote on the motion was: Joseph 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 WORKSHOP MEETING MINUTES November 3, 2000 PAGE 2 ----------------------- was approved as submitted. III. COMMUNICATION FROM CITIZENS There were no cormrrunications from citizens . IV. REVIEW AND DISCUSSION OF GENERAL POLICIES AND PROCEDURES Mayor Capretta announced that this meeting would address general policies and procedures to make meetings more businesslike, and would be discussed in two phases. Discussion during Phase I would address the public talking to the Village Council, i.e., how and when communication from citizens would take place, discussion of the public asking questions of specific members of the Village • Council, non agenda items, and enforcement of the 3-minute rule. Phase II would be a discussion of how the Village Council members dealt with each other, addressing such items as changing the agenda, requesting staff work, calling the roll for each vote. Mayor Capretta requested that in the futuxe the roll call for voting be ordered as follows : The maker of the motion, the person who seconded the motion, the Mayor last, and the others mixed up in any order. Councilmember Dalack suggested that voting be in the form of "aye" and "nay" the majority of the time, unless an item was controversial. Village Attorney Randolph advised that it Was not necessary to have a roll call vote, although sometimes it was more orderly for the clerk, and if the Village Council preferred to have "aye" and "nay" votes they could do so except when there seemed to be a roll call. Mayor Capretta indicated he would call for a roll call vote if there seemed to be a division. Village Attorney Randolph advised there was nothing in the Village charter or in Robert's Rules of Order that required a roll call vote. Discussion ensued. Attorney Randolph advised if there was only one "nay" it would be clear who voted but if the clerk could not distinguish who voted "nay" that a roll call should be • done. Councilmember Genco pointed out that if there was a "nay" then a roll call vote could be done; that someone could request a roll call vote; and that someone could • VILLAGE COUNCIL WORKSHOP MEETING MINUTES November 3, 2000 PAGE 3 ----------------------- request a blind ballot vote. The Village Attorney indicated that a blind ballot vote was done very infrequently, not when requested by an individual but there should be agreement on the types of items for which the Council wanted blind ballot voting, for instance, if it were somewhat embarrassing to have a voice vote in regard to appointment of a person to a Board. Attorney Randolph advised, however, that ballots must be signed, and they became a part of the public record, so the end result was the same-everyone would know how each person voted. Vice Mayor Schauer commented the only time she had done a written vote since becoming a member of the Village Council was during Mr. Couzzo's interview. The Village Attorney commented it was not appropriate to vote blind ballot much but it was an option. Village Attorney Randolph commented that this was a workshop meeting and therefore the Village Council could • not take votes at this meeting, but it was an opportunity to work out procedures. The issue of voting was clarified that voting would be by "aye" or "nay" vgte, except when the Mayor or another Councilmember requested a roll call vote; and roll call votes would be ordered and called for by the 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 would be called to vote last. Village Attorney Randolph requested discussion regarding Communications from Citizens of whether the Village Council wished to retain the 3-minute rule, the consistency of its application, whether its position on the agenda should be moved, and the role of citizens at that stage. The Village Attorney explained that in other entities with which he was familiar, this agenda item was an opportunity for the elected body to hear the concerns of the Citizens and was not an opportunity for debate, not an opportunity to ask questions of particular Councilmembers. Attorney Randolph advised it was his belief and that under Robert's Rules of Order any question ,put to anybody should always be put through the Chair, by the public, by the Councilmembers and • staff, and the Councilmembers and staff should all say, "Mr. Mayor, may I address that point?" Attorney Randolph expressed his opinion that it was not appropriate during • VILLAGE COUNCIL WORKSHOP MEETING MINUTES November 3, 2000 PAGE 4 Communications from Citizens for a citizen to ask questions such as: "Mr. Randolph, why didn't you do that?", which they could call him on the phone to ask. Attorney Randolph advised it was his opinion that Communications 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 questions at that particular time. Mr. Randolph explained that in other entities that portion of the agenda usually went very quickly, with people speaking for 3 minutes and then the meeting .proceeding to the next agenda item. Attorney Randolph commented that recently, right or wrong, that portion of the meeting had gone on for an hour or an hour and a half because the Village Council was attempting to answer questions asked at that time, and he was suggesting the Village Council might want to look at that in a different way. Councilmember Genco commented there were several issues : (1) there were general communications from • citizens where citizens were asking items such as when would their road be paved, etc. (2) there were specific concerns with regard to a definite agenda item. Village Attorney Randolph advised that would not be discussed under Communications from Citizens, but under the specific agenda item. (3) Citizens stating a Councilmember was on the record for saying something and wanted t~.e Councilmember to state their position. Councilmember Genco stated she felt she should be able to justify her reasons. Mayor Capretta commented the citizens should ask the Mayor, and he would then ask the Councilmember if he or she wished to answer that at that time, which would give the Councilmember a choice whether to answer the question publicly at that moment or whether they preferred to handle it in a different way, which would avoid tie conversations that had been happening with dialog between a citizen and a Councilmember, and then others speaking up. Village Attorney Randolph advised Councilmember Genco that in order for her to make comments regarding her feelings on something she did not have to have a resident ask, but that she had the right to say what she wanted about any topic at any particular time. Village Attorney Randolph advised against establishing a situation where a Councilmember . would say to a resident that in order to get a discussion on a particular topic they should ask a specific question to give the Councilmember an opportunity to speak their VILLAGE COUNCIL WORKSHOP MEETING MINUTES November 3, 2000 PAGE 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 would like to 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 respond; but this was not the time for any Councilmember or any Staff member to be put on the spot regarding a matter that was not an agenda item. Councilmember Genco expressed agreement. Councilmember Genco commented if the question was regarding an issue on which a vote had been taken in a prior month and she was asked by the Mayor if she wanted to respond, then she was making a decision politically if she wanted to make her position public or if she wanted to handle it on an individual basis perhaps because she was not prepared or if she was ready to take the .political repercussions, which was politics. Attorney Randolph responded he did not think Communications from Citizens was a time for .politics, but was a time to hear from residents and not a time for questions and answers. The Village Attorney advised that there were a lot of questions people could ask Councilmember Genco outside 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 through the Chair, during Communications from Citizens, it could get out of control. Mr. Randolph advised it was a decision to be made by the Village Council, but he had not seen it work in other communities like it had worked in Tequesta recently. Councilmember Genco stated she agreed, and that meetings were lasting longer than they should. Mayor Capretta indicated he felt he should shield the Councilmembers and the staff by making questions come to him so that no one would be put on the spot if they were not ready to answer, and the ,public deserved 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 Manager Couzzo after a meeting and ask him to follow up a valid question raised by a resident with a letter or phone call, to which Attorney Randolph responded affirmatively. Attorney Randolph commented that Councilmembers could do that but most of the time it would • not be necessary, because the Village Manager would be listening to the residents during the meeting and as a • VILLAGE COUNCIL WORKSHOP MEETING MINUTES November 3, 2000 PAGE 6 ----------------------- matter of course would attempt to answer them. The Village Attorney advised that the problem with trying to answer all of the questions in a Council meeting was the length of time added to the meetings, and at County Commission meetings and other meetings people would mike comments, the Chair would thank them, and the meeting would proceed to other matters. Mayor Capretta commented ghat many of the Communications from Citizens were speeches rather than questions or complaints, which was the reason the 3-minute time limit was originally instituted 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 of the reasons Communications from Citizens was on the agenda. Village Manager Couzzo commented he would be happy to respond back and that two reading files were now kept of all correspondence. Mr. Couzzo announced that he planned to be at Council meetings an dour before the meeting to answer any questions. Councilmember Walker commented that Mr. Couzzo planned to start this practice at the November Village Council meeting and suggested if Councilmembers also wanted to show up early before meetings so that citizens could ask them questions rather than asking the questions during the meeting, Mr. Randolph cautioned that could be treading on dangerous territory if Councilmembers were going to arrive early and mingle with the public to answer questions, and recommended that be noticed. Mr. Couzzo commented his idea was just for him. Attorney Randolph explained that if Councilmembers were speaking individually to their constitutients that was fine; however, if it was scheduled for 1/2 hour before each meeting it became organized and if three or four members of the Village Council were in one room discussing matters that could come before the Village Council they ran a risk of violating the Sunshine Law. Councilmember Genco commented she liked Mr. Couzzo's idea of him going early to speak with the public, and thought everything possible should be done to establish better communication. Councilmember Dalack wondered if during the public meeting with the Village Manager, Councilmembers could be present only to listen and not say anything, since he felt it would help him to hear what people wanted without someone interpreting it. Mayor Capretta responded that it would be impossible for Councilmembers not to speak. Village Manager Couzzo explained he envisioned a very informal • VILLAGE 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 questions in an informal setting who might be hesitant to speak from the podium during a meeting. Mayor Capretta suggested that I~r. Couzzo could provide the Councilmembers with a list of the questions he had been asked, which would answer Mr. Dalack's concern, and advised that the sessions would probably start out with a lot of questions 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 friendly concept. Councilmember Dalack stated it was a good idea for the Village Councilmembers not to be .present. The Village Manager stated he would send to the Councilmembers a list of the questions that were asked. Vice Mayor Schauer commented if a group of citizens came to speak to the Village Manager about a problem, providing a synopsis of what had transpired to the Councilmembers would be a good idea in case they got phone • calls about that subject. Mayor Capretta commented he had obtained a brochure from Jupiter describing their procedure for establishing Charter Neighborhoods, which he would present to the Council at a future meeting. Jupiter employed a full-time Charter Manager who organized areas within the town so that the citizens could meet to discuss issues. Mayor Capretta commented that some residents of the Village from time to time mentioned that they were not within a Homeowners Association. A program 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 someone`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 Y}ad been that the public had been called after the vote had been taken, so they felt their comments were a waste of time. Discussion on this issue ensued. The Village Attorney advised the applicant should have the last word to address anything that came up from the public since he had to carry the burden. Councilmember Genco suggested cal~.ing for comments • from the public following the Village Council's discussion, since that discussion might answer some of the public's • VILLAGE COUNCIL WORKSHOP MEETING MINUTES November 3, 2000 PAGE 8 ----------------------- questions. The following order was decided upon: (1) Applicant (2) Staff (3) Village Council (4) Public (5) Applicant - final comments (6) Executive Session - voting This would make two changes: assuring the public would be called upon before the vote, and allowing the applicant final comments before the vote. Swearing in of witnesses was discussed. Village Attorney Randolph recommended it be stated at the beginning of the hearing: "All people who wish to speak fob or against this project please stand and be sworn in." The Village Attorney indicated he believed it was not necessary to go • around the room asking each person to give his name and address since they would do that when they spoke, and that if during the hearing anyone wanted to speak who had not been sworn they could be sworn at that tame. Vice Mayor Schauer reported an attorney had called her inquiring how the Village handled quasi-judicial hearings in regard to public comments, and she had responded that the public was called upon after discussion by the Village Council. Mayor Capretta commented that had not changed. Village Attorney Randolph discussed ex-parte communication, and advised that reports by each Councilmember must state who they spoke to and the subject discussed because everyone in the audience needed to know what had transpired, and the applicant could know what he was facing, because the Councilmembers were not supposed to have any preconceived ideas as to how they were going to vote on an issue. Attorney Randolph advised that visiting the site must be announced as ex-parte communication. Village Clerk Manganiello requested clarification regarding how the individual Councilmembers were to respond during Communications from Citizens since all questions and comments were to be addressed through the Mayor. Mayor Capretta responded that he would ask the Councilmembers if • they wanted to address the subject at that time, which would give them a choice to either respond or to state they VILLAGE COUNCIL WORKSHOP MEETING MINUTES November 3, 2000 PAGE 9 would respond with a letter or phone call, or however they wished. Mayor Capretta noted that he would do the same if the comment or question was addressed to staff or to the Village Attorney. Village Attorney Randolph asked if the residents would be advised that Communications from Citizens was a time for the Village Council to hear from them instead of a time for questions and answers and debate. Mayor Capretta responded affirmatively. Village Attorney Randolph advised that during agenda items the public should be given an opportunity to ask questions regarding that particular item. Councilmember Genco commented that if a citizen wished to speak during Communications from Citizens on an item that was on the agenda, the Mayor could say that was an agenda item and could be addressed at the time it was bxought up on the agenda. Village Clerk Manganiello commented if an individual Councilmember, or anyone else who was asked by the Mayor if they wished to respond, chose to respond • during Communications from Citizens that could lead to discourse. Councilmember Genco responded everyone should agree that if it was in regard to an agenda item each would answer that they would respond during the agenda item. It was decided that the three minute time limit would be for the whole discourse, and there would be strict adherence to the 3-minute limit. The Recording Secretary questioned whether the 3-minute limit applied during agenda items, to which the response was that it did. Vide Mayor Schauer recommended that at the November Village Council meeting the Mayor should announce the .,procedural changes made at this meeting and that they would be in effect from now on. Mayor Capretta agreed that was a good idea. Mayor Capretta suggested Communications from Citizens be moved to follow the Consent Agenda, which would allow all housekeeping items to be done first, and would leave the real meat of the agenda to follow. Councilmember Dalack agreed except with the provision that the Mayor would have the option to change the order on the agenda in special circumstances, such as the school discussion which took place at a recent meeting 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 like to see all housekeeping matters first, then • VILLAGE 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 Communications from Citizens, but this way it should fall normally at around 7:30 p.m. Vice Mayor Sphauer noted that Communications from Citizens used to be last on the agenda. Councilmember Walker commented that Communications from Citizens was last on the Community Appearance Board and Board of Adjustment agendas . The Vice Mayor commented that she thought moving it later on the Village Council agenda would start everything in a better tone. Village Clerk Manganiello clarified that the 3-minute limit would also apply during citizen involvement on agenda items. Mayor Capretta requested discussion of how to handle situations where a member of the Village Council wanted to instruct the Village Manager and Attorney to do something, such as occurred at a recent meeting w$en citizen Jim Humpage had read a statement from the organization he was representing regarding a referendum on the, location of the Village Hall, following which Councilmember Genco had instructed the Village Manager and the attorney who was present to prepare language for the ballot. Mayor Capretta expressed his opinion that the right way to handle that procedure would have been for Councilmember Genco to address 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 wanted to be sure everyone understood the procedure if a Councilmember wanted something added to the next agenda, work dpne by the staff, etc., and whether a vote would be taken. Mayor Capretta described a scenario where a Councilmember yaanted something done by staff under New Business, and requested the Mayor add the item to the next agenda, and ,questioned whether he should respond by asking for a motion to that effect. The Village Attorney responded that the issuQ was how things would be added to the agenda and the full Village Council needed to determine whether to ,put the item on the next agenda 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 to do any backup oz to know anything about the item; and it put the Village Council at a disadvantage of having to vote on something without possibly having all the information they • VILLAGE COUNCIL WORKSHOP MEETING MINUTES November 3, 2000 PAGE 11 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 money should be spent to fix the sidewalks. The Village Attorney advised that it was appropriate, as had been done in the past, for each to say they would like to discuss a matter under Any Other Matters, but that it should be ~n informational matter, such as reporting attendance at a meeting. Village Attorney Randolph advised that it was nod appropriate to bring up a new matter to be voted on that night since it placed both staff and Council at a disadvantage; however, under Any Other Matters was the time to request an item be added to the agenda .for the next meeting, Councilmember Genco commented there would be some minor items that could be disposed of quickly by voting that 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 not prepared to vote on an item they could request it be delayed to the next agenda. Attorney Randolph advised there were disadvantages to voting on new items which were that if Councilmembers kngw 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 night 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 Village Council should 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. Councilmember Walker and Mayor Capretta expressed agreement. Councilmember Dalack comxn.ented he had reconsidered things following a meeting, for example, the Country Club monuments, and .questioned the procedure for reconsidering an action. Village Attorney Randolph responded that under Robert's Rules of Order, a motion for reconsideration should come at the meeting or at an adjourned meeting, but if a CouncilmQmber wished to reconsider he or she would have to request a special meeting or add it to the agenda at the nett meeting if the • money had not been spent, but a situation could arise where one Councilmember asked the Village Manager not to spend the money because they wanted the action reconsidered but • VILLAGE COUNCIL WORKSHOP MEETING MINUTES November 3, 2000 PAGE 12 ----------------------- the other Councilmembers did not agree. Vice Mayor Schauer read aloud a section from Robert's Rules of Order which discussed reconsideration of motions, aid advised that government should check with their attorneys and proceed carefully, since they might have statutes or laws concerning the presentation of business, and some government organizations had adopted rules of order to allow the vote on a motion to be reconsidered at the next meeting. Attorney Randolph responded that was not to say that if action had not been taken, for instance in the monument 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 have the matter .placed on the next agenda. Discussion ensued. Village Clerk Manganiello pointed out this procedure would prolong the matter for another month. Councilmember Dalack commented what would happen if a contract had been • executed, to which the response was it would be too late to reconsider. Village Manager Couzzo suggested in those types of situations to try to find out ~,f the issue was time sensitive and if the Councilmembers felt they really did not have all the information then vole to defer. It was noted that the Country Club monument situation 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 explained she had brought the matter up because it had been discussed at so many prior Council meetings that she had fe~.t everyone was prepared to deal with the issue. Councilmember Dalack commented the situation dramatized the necessity of having a policy. Councilmember Dalack requested a policy on reconsideration. Village Clerk Manganiello commented that speaking as a staff person, staff may have already set in motion the direction given them by the vote, and problems could 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 meeting and ask for a vote, and if the situation had already been taken care of, such as in the case of the Country Club monuments wherethe money had been spent, then it was too late; so at the November 16 meeting if the money had not been spent then it could be brought up. Councilmember Genco commented if a request • VILLAGE COUNCIL WORKSHOP MEETING MINUTES November 3, 2000 PAGE 13 ----------------------- for reconsideration was not made before the meeting adjourned then the Village Council was opening themselves 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 for a vote should be okay. Vice Mayor Schauer commented there were sometimes matters which came up after the agenda was published which needed to be considered at the meeting, and suggested in those situations that the Village Manager be notified given all possible backup information, and assure that the Village Manager provided that information to each member of the Village Council prior to the meeting. Councilmember Walker suggested that Village Manager Couzzo could add the item to the agenda under Approval of Agenda to keep to the new policy just established, that voting would only be on items which were on the agenda. Village Clerk Manganiello commented that did not ,give enough timQ to review the information. The Village Attorney commented that it would be informational items and not items that would be voted on, and items should not be added unless it was an emergency situation. Village Clerk Manganiello commented staff would make every attempt not to add last minute agenda items unless it was absolutely necessary. Vice Mayor Schauer commented that the money needed for the railroad crossing had come up at the last minute, and there would be other similar situations. Village Clerk Manganiello summarized that the decision was to try to limit Any Other Matters to informational matters, such as reports of meetings attended, anal should ._a matter need to be reconsidered that would be the time to vote on whether to place it on the next agenda. Mayor Capretta requested the Village Manager write up the procedural changes made at this next meeting 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. Village Attorney Randolph commented that since this was a workshop meeting where no votQ could be taken these were really not changes, but that in light of the comments made at this meeting the Village Manager could write a list of procedures. The Mayor clarified he would • VILLAGE COUNCIL WORKSHOP MEETING MINUTES November 3, 2000 PAGE 14 like the list reviewed by the Councilmenlbers to be sure everyone agreed those were the procedures discussed at this meeting. Vice Mayor Schauer commented shQ had a hard time with a vote being reconsidered on an agenda item and the only time it was proper was at the same ~n.eeting the vote was taken. Attorney Randolph stated that was correct under Robert's Rules of Order, but that was nod to say that if a Councilmember, upon reflection, believed their vote had been wrong, that the Councilmember could not under Any Other Matters state they had thought about the way the Council had voted on an issue and request it be placed on the next agenda for discussion. Attorney Randolph explained that if the 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 Mayor commented she wanted to avoid having every decision second guessed, to which the response was it was extremely unlikely to happen since three members of the Council must vote for it to happen; and the Village Attorney commented if things were already in motion and the money spent it would be too late. Councilmember Dalack called for discussion on adhering to the 3-minute rule, during which agreement was reached that the speaker should be allowed to finish their sentence but not to finish their thought, since that could take a long time. The Village Attorney advised that a speaker should not be allowed to give their 3 minutes to someone else so that they could speak for 6 minutes. ~ past situation where a speaker had been allowed to continue out of respect for his age was mentioned. Procedure for accepting requests to speak was discussed. The Vice Mayor advised that the School Board was so strict that or}e must telephone ahead of time to be allowed to speak. It was agreed that request to speak cards would be accepted after the meeting had started up until the time Communications from Citizens started, but the Recording Secretary would hand the cards to the Village Manager rather than passing them down the line. Councilmember Genco requested information on the purposes of advisory and standing committees and the Special Master hearings, what those committees were formed to do, what occurred as a result of those committees, the • VILLAC3E COUNCIL WORKSHOP MEETING MINUTES November 3, 2000 PAGE 15 participation--if any-of the Village Council, and what was done with resolutions that came from those committees. The Village Attorney responded that the Special Master hearings were for code enforcement, which the Village Council was not and should not be involved in at all, because the Special Master was sitting in a quasi-judicial capacity and ruling. The Village Attorney commented he had never attended an administrative committee meeting so did not know exactly what occurred but usually the people on the committee would discuss a particular issue and the public could have input, which he understood was the way the Village conducted their committee meetings. Village Attorney Randolph commented that he was. referring to administrative committees such as the Finance and Administration Committee. Councilmember Genco indicated she referred to those as standing committees, and the Tree Board, etc., as advisory committees. The Village Attorney advised it was not a good thing for Councilmembers to attend advisory board meetings unless they were new and wanted to see how things worked, and by all means should not go to those meetings and make recommendations or state their thoughts on an issue because those Boards were appointed by the Council to advise the Council, and the Councilmembers should be approached freshly on issues considered by those Boards. The Village Attorney commented that some of the Boards made recommendations and some made final decisions, and a Councilmember should not exert influence when they had appointed boards to make decisions, and sometimes the mere presence of a Councilmember could influence members of a Board. The Village Attorney reported he had been called to the Comm~znity Appearance Board to advise new members regarding such items as the Sunshine Law. Mr. Randolph inquired whether standing committees were scheduled on a particular date, to which Village Clerk Manganiello responded that at the suggestion of Councilmember Genco, staff was attempting to set a certain day and time for each committee shquld the need for a meeting arise, which would be decided at the next meeting of each committee; and that the only committee for which a day and time had been selected was the Redevelopment Committee. Mayor Capretta noted that at the committee meetings Councilmembers not on the committees attended, and he liked them to participate. Village Attorney Randolph stated that was no problem. Councilmember Genco stated her VILLAGE COUNCIL WORKSHOP MEETING MINUTES November 3, 2000 PAGE 16 opinion that if a standing committee did not meet at least once a year it should be dissolved; however, the Village Clerk noted ordinarily all committees met several times during each year; however, with the recent transition the committees had not met but a Public Works Committee meeting would be held in the near future. The Village Clerk requested that if the regular appointee to intergovernmental agency committee meetings could not attend that Village staff be contacted so that the alternate could attend, in order to assure continuity and so the Village would not miss out on information. Ms. Manganiello commented she believed it was important for the attendees of the intergovernmental agency committee meetings to report 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 Couzzo suggested staff sit in the audience during meetings rather than at a table in front of the dial, and come to the podium to make presentations, which would make them feel more comfortable and would also open the space in front of the Council. The Village Manager announced that three-ring binders would be provided to each Councilmember for their agendas. Mr. Couzzo commented that his office would be obtaining folded note cards with the Village crest on the front and a history of the Village and names of the Mayor and Council on the back, so that hand- written notes could be sent. The Village Manager advised that these cards would be available for use by Councilmembers, and suggested they might be used for the Meet and Greet program. Village Manager Couzzo suggested each Councilmember could contribute to the newsletter on a rotating basis, if they chose to do so. One Councilmember indicated they did not wish to participate. Vice Manager Couzzo requested the Village Council review and reaffirm if they so desired the goals established at their August meeting, since he had not been the Village Manager in August. Mr. Couzzo questioned whether those were the goals the Council wished him to carry out or if they wished to amend them. Village Clerk Manganiello passed out a list of the goals to each Councilmember. Mayor Capretta reminded the Councilmembers that there were two sets of goals and objectives-one for the Council and . VILLAGE COUNCIL WORKSHOP MEETING MINUTES November 3, 2000 PAGE 17 ----------------------- one for the Village Manager, and that the Village Manager would be evaluated for his performance on carrying out his goals. The Village Clerk explained that the Village Manager's goals had been established in February, and that four of the five Village Manager goals listed were her responsibility and were being implemented. Vice Mayor Schauer indicated that Mr. Couzzo could assume the goals and objectives listed were still in place unless a specific change was instituted. The Village Clerk suggested new goals and objectives be established after the new Village Council was in place following the March election, Councilmember Genco requested the Village Manager do a financial study update on the construction of the Village Hall and Fire Rescue facilities and bring it to a Finance Committee meeting and then to Village Council. Village Attorney Randolph advised that could not be discussed at this time but that Councilmember Genco might wish to bring it up at another time. Village Manager Couzzo thanked everyone for meeting on a Friday. Councilmember Walker commented she thought it was great that staff would not be sitting at the tables at meetings, but requested that department heads attend the meetings because there were times the Village Council did not know the answers to issues and needed to consult them. Village Manager Couzzo commented that was not a problem, especially since there was only one meeting a month, and that he would change his instructions that they did not need to attend. It was noted that if one of them could not be present, 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 rules, if there was not a specific agenda item for a department perhaps that department head did not need to be present. Councilmember Dalack suggested it could be better for 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 time and that their personal days VILLAGE COUNCIL WORKSHOP MEETING MINUTES November 3, 2000 PAGE 18 had been increased from 3 to 6 for that purpose. The Village Clerk commented on the possibility of holding meetings during the day; however, the Councilmembers stated their preference for leaving the meetings 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 preferred having a police officer in the room, which she agreed could be the Police Chief, Assistant Police Chief, or an officer. Village Clerk Manganiello discussed the coordination process for using 3-ring binders for Village Council agenda material. An envelope would be provided so that the material could be removed and the binders with dividersleft in the Council chambers, or to get it back before the next meeting. It was agreed to work with each Councilmember individually as to their preference. Consent agenda items were discussed. The Village Clerk explained that all consent agenda materials would be under one divider in the binder. It was agreed to no longer designate consent agenda items by an asterisk on the agenda, but to have one section on the agenda with all the consent items listed. V . ADJOURNMENT The meeting was adjourned at 3:45 p.m. Respectfully submitted, j ~a-~/ Betty Laur Recording Secretary ATTEST: J ann Manyanie • Village Clerk DATE APPROVED: .e.~ /6 , ~ ~~O