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Minutes 01-12-11 MINUTES OF THE COMMUNITY RELATIONS BOARD MEETING HELD ON WEDNESDAY, JANUARY 12, 2011,IN COMMISSION CHAMBERS, CITY HALL, BOYNTON BEACH, FLORIDA PRESENT: Regina Waterhouse, Chair Victor Norfus, Vice Chair Sanford Mayer Brian Miller Stanley Sorgman Phyllis Stern Floyd Zonenstein Officer John Huntington, Board Liaison ABSENT: Joyce Mura Doris Jackson, Alternate Ben Lowe, Alternate I. Openings A. Call to Order The meeting was called to order at 7:01 p.m. B. Pledge of Allegiance to the Flag Vice Chair Norfus led the Pledge of Allegiance to the Flag. II. Roll Call The recording secretary called the roll. A quorum was present. III. Approval of Minutes from December Meeting (Previously mailed by the City Clerk office) It was noted Mr. Zonenstein was absent from the December meeting. IV. Announcement: Vice Chair Norfus announced the Heritage Fest will be held on February 18 and 19th. "A Night of Joy," which was similar to a meet and greet will kick off the event on Friday and the event will continue the next day at the Carolyn Sims Center. Last year the Board had a booth. He invited the members to attend. He noted he would be 1 Meeting Minutes Community Relations Board Boynton Beach, FL January 12, 2011 working the event. The Community Redevelopment Agency was discussing trying to organize the events that take place in the City and there was discussion of creating an Events Board. He suggested the Board might want to bring this to the City Commission as it related to events. It was noted there have been no appointments made to the CRA Board and it appeared they would not be appointing a Board until February. Approval of Agenda 1. Additions, Deletions, Corrections The agenda should be amended to reflect the minutes being approved were the December 8,2010 minutes and not the November minutes. 2. Adoption Motion Mr. Miller moved to adopt the agenda. Mr. Zonenstein seconded the motion that unanimously passed. Public Audience INDIVIDUAL SPEAKERS WILL BE LIMITED TO 3 MINUTE PRESENTATIONS None. Old Business: A. Board Members' Concerns Mr. Mayer requested clarification of the purpose of the Board. Last month Officer Huntington had an agenda with items the members needed to address. On the bottom was a statement indicating the Board provided a forum for the citizens to network back to the Commission. Mr. Mayer noted Ordinance 09-079 reflected the Board was advisory only to the City Commission and he felt there were statements that were in conflict. One statement reflected the Community Relations Board should consider matters that have a broad Citywide concern and the Board should be a forum for hearing grievances or complaints of all citizens and make timely recommendations to the City Commission of the City concerning the grievances or complaints. He pointed out the Board is empowered to review all requests for funds from all social service agencies or schools but shall have no power to appropriate funds. 2 Meeting Minutes Community Relations Board Boynton Beach, FL January 12, 2011 Mr. Mayer felt the statement might have been in reference to when he spoke to the City Commission about the trolley, because the issue came up at a Board meeting and the members voted to speak to the City Commission about it. He felt the direction being given was they should not speak about the matter. Officer Huntington responded the issue is not what they address: it is how the Board approaches the matter. The Board is to hear complaints or desires from the community that they would like to have addressed by the City Commission. The members should not sit as a board with the public present and discuss what they think the Commissioners should or should not do and whether it was the Commission's right to do away with it or where the money should come from. Those are member opinions and it was beyond the scope of the Board. The function of the Board was about listening to the citizens and taking their wishes, not the Board's, to the City Commission with the intent to re-evaluate the matter. As to the meeting when the Board discussed the trolley, there were several comments made by some of the members regarding how the City Commission should have acted, which were not appropriate. Mr. Mayer differed and indicated the Board voted to have a say and they believe the budget process should be extended. Mr. Mayer felt they represent the people who do not have a voice or ability to address the Commission. The Board was not telling the City Commission where to get the money, but if that function was taken away, he thought there was no purpose of the Board. Officer Huntington commented the Board can do so but not in an opinionated manner. At the subject meeting there were opinionated comments made. Chair Waterhouse explained the procedure to be followed was to stick with the facts, and not the interpretation. The Board should report the facts that a number of citizens expressed concern about discontinuing the trolley and they are bringing it again to the attention of the City Commission. Officer Huntington had agreed to research if there was a form to bring issues forward to the City Commission and/or City Manager. The form was provided to the Chair. He summarized rather than continue about the purpose of the Board which is a sounding Board, they can offer an opinion about how to proceed, but not be opinionated about a decision the City Commission already made. Lengthy discussion ensued about the Board offering suggestions on items before the City Commission votes on them. Officer Huntington explained doing so was appropriate and the Board should provide pros and cons about the item. It was important; however, that the matters put forth were matters determined and approved by the Board, not individually. Vice Chair Norfus also noted the Board should discuss items stated as fact, not what someone thought transpired. One comment had been made at the meeting that funds were available. 3 Meeting Minutes Community Relations Board Boynton Beach, FL January 12, 2011 The Board is privy to what transpired at the City Commission meetings and members could bring items up personally, but there has to be a formal way to bring it to the Commission so they can research if they want to reconsider the matter. Constructive feedback and discussion should occur. Chair Waterhouse also commented the Board can address items the Commission decided on and she felt it was the Board's job to do so because there is an appeal process for any decision the Commission made. If the Board receives feedback, the Board can appeal it, but the facts must be obtained and put on the record. Officer Huntington explained, generally speaking, the Board will hear from the public after a decision has been made by the City Commission and the Board is set up to bring information back to the Commission to readdress and consider if they want to re- agenda the matter and have a forum on it. Chair Waterhouse commented there is a three-minute public forum that might not be the best way to approach the Commission. Officer Huntington contacted the City Manager's office for the form for the Community Relations Board to use and when it is sent, it will be sent to the City Commission and copied to City Manager, City Attorney and City Clerk. One memo Officer Huntington put together was about the Preserve and it discussed the decision between the developer and CRA. He read the memo, which formally notified the Mayor and City Commission that the Community Relations Board had a concern about the Preserve and the residents were concerned with Section 8 Housing and its impact. All of the Commissioners will read it and decide to readdress it or let it pass. It is a memo directing the Commission's attention to a matter that came before the Board. The Board could attach a petition to it or list individual contacts because the member cannot attend a City Commission meeting and stand up and give an opinion. New Business A. Promoting the City, i.e. tourism, business opportunities, municipal services, beaches, shopping, etc. B. Complaint forms C. Communication with the City Commission via memo D. March meeting will be held at City Library Program Room These items were discussed together. Ms. Stern explained she recently had occasion to fly up north and during the flight, she read the airline's magazine. She explained there was an entire section about Palm Beach County and the impact on revenue tourism provided. Every town was mentioned except for Boynton Beach. Ms. Stern suggested for the well-being of the businesses for tourism, the Board should raise awareness that the City should be more active in marketing the City. 4 Meeting Minutes Community Relations Board Boynton Beach, FL January 12, 2011 Mr. Mayer explained that was the City Manager's job. She thought a memo on the subject would be helpful for next year. Officer Huntington explained if the Board wanted the City Commission to take action, the Board would have to direct the Chair to do so. Officer Huntington clarified the Board is set-up to govern themselves. He was the liaison to the Board and would work with the Board on ways to communicate. Additionally, he commented he would not be at the meetings until after April 13th due to the upcoming CERT classes. There is a link to communicate with Officer Huntington and he did not need to be at the meetings to oversee them. Vice Chair Norfus explained they always presented their issue as opposed to a memo and thought something would be lost during the communication. The interaction would be non-existent. Chair Waterhouse commented if they indicated in the memo there is a serious concern about this and they want dialogue with the Commissioners before the vote, it would be on record. They would start the ball rolling and outline what needs to be done. After the decision is made, they have the appeals process. Officer Huntington explained if there is an item tabled from a City Commission meeting, that if it was something the Community Relations Board would like to look into, they could research the matter well enough in advance to bring it back to the Commission and they could address it through a memo. If they set up a subcommittee and meet, they would need a memo about what the Community Relations Board would like to address. Chair Waterhouse explained the memo is a format and it is on the record. Once the Community Relations Board initiates a memo, the City Commission had to respond in one way or another. If a decision comes down, they can start the ball rolling. If they were not happy with the decision, they go through the formal appeal. It would create a paper trail and follow up could occur on the memo. Officer Huntington announced the Ethics training will occur in City Commission Chambers on the 13th and 26th of January. Vice Chair Norfus would attend the training on the 13th and would contact the City Clerk's Office. Due to the election in March, the location of the March Community Relations Board meeting will take place at the Library in Program Room A. Mr. Zonenstein reported on the renaming of Jaycee Park. He and Mr. Sorgman attended the committee meeting. After several names for the parks were proposed, the committee unanimously agreed the park name would remain unchanged. Chair Waterhouse reminded the members to set up user profiles to the Community Relations Board website. 5 Meeting Minutes Community Relations Board Boynton Beach, FL January 12, 2011 Adjournment: Motion Ms. Stern moved to adjourn so the members can participate in the CERT program. Mr. Sorgman seconded the motion. The meeting was adjourned at 7:46 p.m. /: c! OxLu:J/}U[ c..hu,JJ- Catherine Cherry fJ Recording Secretary 020411 6