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HomeMy Public PortalAbout1987-04-13 Workshop Meeting35 COUNCIL MEETING MINUTES WORKSHOP SESSION APRIL 13, 1987 The Bal Harbour Village Council -elect met in a Workshop Session on Monday, April 13, 1987 in the Conference Room of the Village Hall. The meeting was called to order at 11:05 a.m. by Louise K. Miller, Village Manager. Those present were: Mayor Sol M Taplin James E. Boggess, Councilman -elect Richard Olsen, Councilman -elect Estelle Stern, Councilwoman -elect Also present: Louise K. Miller, Village Manager John F. Kelly, Finance Officer Richard J. Weiss, Village Attorney* Carole S. Morris, Village Clerk Mrs. Miller explained that the purpose of this workshop is to provide the newly elected councilpersons with an orientation of the Village and its operation. Various documents were distributed to the Council -elect, including: 1986-87 Budget, Code Books, Village audit, etc. Mrs. Miller spoke briefly, noting the following items. 1. Mrs. Miller noted that all meetings of the Village Council are publicly noticed and are open to both the public and the press. Further, all Village records are open for public inspection. 2. Inherent to the concept of the Manager -Council form of government is the idea that the Council will set the policy and the Manager administer that policy. 3. Mrs. Miller noted that availability of the first -floor office formerly occupied by Mr. Sherman. This office will, of course, be available for use by the new Mayor. In the interim the office is available for the council to utilize. Secretarial services are also available. 4. Mrs. Miller made known her own availability to the Council -elect. They may reach her either at Village Hall or at home, she is listed in the telephone directory. *Mr. Weiss arrived after the meeting had begun, following Mrs. Miller's opening remarks. 36 5. Finally, Mrs. Miller suggested that the Council -elect may desire, at least initially, a workshop session prior to each meeting. This will provide an opportunity for them to obtain background information about procedures and policies which they will require to make informed decisions. The meeting was then opened for discussion. Mayor Taplin began by questioning Mrs. Miller as to her competence to manage the Village without a strong mayor. Mrs. Miller indicated confidence in her abilities to do so. Additionally, she stated that due to her experience with this municipality, she is aware of the intricacies involved with its operation. Mayor Taplin also requested that agenda materials be made available to the Council before the agenda is finalized so that each Council member will have input. Mrs. Miller requested that any Council member wishing to have an item placed on the agenda work through her office, in this manner she will ensure that the matter is researched prior to the meeting - additionally, she noted the provision for "other business" included in the agenda, should any topics be omitted, they can always be discussed under this heading. Mr. Boggess and Mr. Olsen expressed disapproval of a memorandum written by Mrs. Miller relating to questions raised by Mr. Olsen at the March 31, 1987 Council meeting. After some further discussion of this matter, Mrs. Miller thanked the Council -elect for their candidness. Mrs. Miller reiterated that she is a professional manager and as such operates under a strong code of ethics. Discussion turned to the upcoming meeting dates. Mayor Taplin indicated that he will be unable to attend the April 24th Workshop meeting, to hear the findings of the Harland Bartholomew study, and requested that this meeting be rescheduled. Neither Mayor Taplin or Mr. Boggess will be able to attend the regular council meeting scheduled for the 28th. Consequently, it was agreed that following the installation meeting on the 20th, a special meeting will be held. Mrs. Miller noted that she has several items pending which will need attention prior to the May Council meeting, as it appears there will be no quorum at the meeting of the 28th. If Malcolm Drummond, of Harland Bartholomew, is available on the 20th, his report will also be scheduled for that date. In anticipation of the workshop, Mayor Taplin requested that the Harland Bartholomew report be mailed to the new council members. Mrs. Miller then introduced the Council -elect to Village Finance Officer John F. Kelly. Mr. Kelly is a C.P.A. and serves the Village on an "as -needed" basis. Mr. Kelly explained that governmental accounting is far different from that of the public sector. Mr. Kelly explained that the state mandates much of the accounting activities handled by his staff. Mr. Kelly briefly explained the budget and noted that the newly received audit was 37 also being distributed to the council -elect at this time. Mrs. Miller followed by introducing Richard J. Weiss, the Village Attorney. Mr. Weiss presented a brief explanation of the Sunshine Laws for those present. Essentially, the Sunshine Law provides that no two or more council members may discuss privately any business which the council may later have to render a decision. He explained the process by which an ordinance is enacted. Mr. Weiss also spoke briefly about conflict of interest, and noted that a conflict of interest opinion may be requested at any time. Opinions of this nature should be requested by the person in question. Discussion then turned to the Council vacancy created by Mr. Sherman's resignation. It was agreed that the Village newsletter would be utilized to request resumes from interested persons. Mr. Boggess suggested that potential council persons be asked to answer the same slate of questions which the Herald had posed to each of them. Mr. Olsen and Mrs. Stern both agreed that this would be an excellent idea. The council -elect will chose their Mayor at the installation meeting of the 20th. Village Clerk Carole Morris noted the manilla envelope provided to each new council member. Inside, insurance and tax materials were provided for their review. Mrs. Morris requested that the council -elect review the insurance materials and complete the enclosed W-4A and return them on the 20th. She also noted that the agenda packet for the installation meeting should be delivered to each of them no later than Thursday. As there was no further discussion, the meeting adjourned at 12:45 p.m. Ma or ATTEST: LkC tL Ogiul) Village Clerk