HomeMy WebLinkAboutM-82-0176TO Mayor and Members of
The City Commission
FROM Howard V. Gary
City Manager
CITY OF ` IAMI. FLORIDA
:�1TLR-QcFIC�-N VVIORANDUM
CA,E February 5, 1982 FILE:
UB.;F�L 7, City Commission
Meeting Procedures
1EFERENCES
ENCLOSURES:
At the January 14, 1982, City Commission meeting the Administration
was directed to reduce to writing Mayor Ferre's suggestions for im-
provements in the structure of City Commission meetings and obtain
input and comments from each member of the Commission. That has
been accomplished and is reflected on the attached table. As you
can see several items require resolution. It is suggested that the
Commission can resolve those matters during the Committee of the
Whole portion of the February 11 meeting, at which time they can be
reduced to ordinance form for formal adoption by the Commission.
MAYOR FERRE'S PROPOSAL
1. City Commission discussion limited to
5 minutes per Commissioner, 10 minutes
cumulative. (May be extended by affirma-
tive vote of 3 Commissioners.)
2. Schedule 1 hour for Commission Pocket
Items.
3. No new material presented to the Corn -
mission within.24 hours of a Commission
meeting.
4. Meetings begin on time.
5. One hour lunch recesses - 12 noon to
1:00 P.M.
6. No meetings to extend beyond 9:00 P.m-
7. individuals desiring to address the
Commission do so at the end of the
scheduled agenda (may be waived by
3/5 vote).
8. Require responses from the Adminis-
tration within 30 days (routine ad-
ministration requests).
9. Schedule I hour for departmental
review each month.
10. Town Hall meetings scheduled at
3:00 to 4:00 p.m.
11. Conduct mid -year budget review.
CITY COMU'rCCTnM MPRIPTNC PROCEDURES
COMMISSIONER _PEREZ
COMMISSIONER _DAWKINS
VICE MAYOR CA*OLLO
Strongly agrees Agrees - except if
additional informa-
tion presented.
If necessary, 8-9 A.M.
Adhere to 5-day rule.
Unless 4/5 majority
without 3/5 majority agree to complete
vote. current item
If necessary! 8-9 A.M.
Restricted to items
related to neighborhoods.
Should provide guidance
for future budgets.
Saturday or Sunday ses-
sion.
COMMISSIONER _PLU14MER
Strongly agrees
Strongly agrees
Strongly agrees
a
MAYOR rERRE'S PROPOSAL
12. conduct joint meetings with
selected City committees.
13. if necessary advertise full page ads
to inform the public of the City's
work.
14. commission's requests for sched-
uling personal appearances to be
presented to the Manager 5 days
in advance of the meeting.
I
CITY COMMISSION MEETING PROCEDURES
VICE MAYOR CAROLL0 COMMISSIONER DAWKINS
Disagrees - Use public
service ads & effective
public information pro-
gram.
Agrees,
COMMISSIONER PEREZ _COMMISSIONER PLUMMER
Agrees Agrees
1
CITY OF MIAMI, FLORIDA
INTER -OFFICE MEMORANDUM
to. The Mayor and Membe ,6 o6
The City Commizzion
WROM M-CtfeA J. UawkinA
City Commi.6.6 ionex
DATE:
SUBJECT
REFERENCES
ENCLOSURES:
1=ebhumy 02, 1982 FILE
City Cowi,66ion Meetings
At the January 74, 1982 City Comm,i�s4ion meeting, you "k.ed Jon input
6rom the Comm,c mion relating to your proposed guidetine-s {or conducting
Comm.ussion meetings. Th,vs wilt .rnJorm you, the other membeA,6 off( the City
Commizzion and the City Adminiztration o6 my eonceAm6 about the conduct
o6 City Commi,6sion meetingz.
The rutes as Mated in Section 2-13 in the City Code are basicatty
sound. However, tome modi6ieation6 are Auggezted: .
1) Since City Commi,6sion minute,6 are typed verbatim and presented to
the City Commi.6.3ion in advance, we shoutd approve minutes rather
than head them aloud 6or appnovat.
2) Un6inahed bu4ine,64 (itemh zcheduted on p4eviou6 agenda-6 but not
considered by the City Comma6ion) should be the JiAAt order o6
business.
3) The jive (5) day rute... it permits antj ind,ividuat member 06 the
City Communion to de6er any iteln that -ih not accompanied by
back-up memoranda o6 explanation. Thi.6 is basicatty -sound, how-
ever, there need to be some method o6 giv.iiig the AdminiJWation
16u66icient time to prepare items bon City Commission eonhidenation
and be able to eompty with the Jive (5) day rute,
4) Pensonat appearances and d.uscus•sion iteme 6houtd be .limited to 10
minutes.
5) Committee o6 the whole di-6cu,64ion should att be taken up during the
monwing betveen 9:00 a.m. and 12:00 noon. This would permit indi-
viduals and representatives appearing be6ore the City Comm,iS'6ion to
know that theiA item wilt be heard within that three (3) hours time
period and they would not be required to sit in the Chambers att
day waiting Jon theiA item to be heard.
l
page - 2 -
Maya 8 MembeA s os the
City Commission
1+ebnuahy 02, 1992
At the Novembex 12, 1981 City Commizzion meeting, you made 6evenat
,suggestions.-
1) Attow one (1) hour each meeting Son the City Commission to dvs-
cu sus any pocket ,items ,is de.6iAed. I don't beet that-i-s neceseany,--
however, i6 desiAed, it is suggested that it be done between 8:00
a.m. and the beginning o6 the meeting at 9:00 a.m.
21.
As to att meetings beginning pnomptty at the zcheduted time, .it
is my Seeting that it is the obligation o6 each City Commizzionen
to be pnuent and on time Soh City Commission meetings.
3)
City Commission meetings hhoutd end at 9:00 p.m.. It ,is my inten-
tion to Leave each City Commission meeting no taten than 9:00
p.m.. I heantity concur.
4)
Scheduting one (1) hour each month bon depantmentat reviews. That
review z mpty can be aeeomptahed 6nom 8:00 to 9:00 a.m. p►cion to
the tegutoA eouh se o6 business.
5)
Town Hatt meetings, i6 zcheduted, zhoutd invotve izzuez o6 concern
o6 #hat.community, weft pubtieized, and take place betveen 7:00
p.m. and 9:00 p.m.
6)
Mid -yeah budget neviewz, i6 necuAany, zhoutd take place on Satur-
day oa Sunday in an a6teAncon zu4ion, and zhoutd be aimed at ad-
vi.sing the Admini-6t2ation o6 Commission prionities bon the upcoming
budget yeah.
7)
Speei6ic exception is taken with public in6oamation advertising. A
weft monitored and exeuted pubtie zenviee ad (PSA) and public
in6onmation pnognam can be accompt,ished without additional and
unnece.6sary expense.
In
summa4y, the basic pnoeedunez govenn.ing City Commission meeting's work
weft and with some minor adjustmentz we can continue to junction in a manne2
worthy
o6 the public trust we enjoy.
MJDIlr
cc: Howard Gary