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.. _
City Commission „ 1st & 3rd Tuesdays . . Chambers 6:30 p.m.
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Civil Service:Board 2nd Wednesday , Chambers 6:00 p.m.
•
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Community Redevelop. ,. On Call or as part of
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Comm. Redevelopment
Advisory Bd. (CRAB). - 2nd Monday (On Call) . Chambers 6:30 p.m.
Community Relations Board , 2nd Wednesday Chambers 7:30 p.m.
, .
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. .
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.-,
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. • .
.
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imp
sAcc\wp\boardo istAbd dates 1.doc
April 28,1997
4thMonday
2nd Monday
4 1st Monday
Last Friday of Feb,.
of Trustees
May,Aug. & Nov.
Thursday after the 15th of
Trust Fund
Feb., May, Aug. & Nov.
Wednesday, 05/21, 08/20,
Pension Trust Fund
and 11/19
2nd Thurs. every other month
3rd Thursday of January,
April,July & October
2nd Thurday . :
.• _ Chambers -- , .
7:00 p.m.
Safety Committee
Police/Fire Trng. Rm 10:00. a:m.
Senior Advisory Board
Chambers
. Chambers
Conf. Rm.A 4:00 p.m.
2:00 p.m.
4:00 p.m.
Municipal Police Officers'
Detectives' Cpnf. Rm. 9:00 a.m.
Golf Course Advisory Comm.
Chambers
SCRWTD Plant
Chambers
3:00 p.m.
S.C.R.W.T.D. Board
5:30 p.m.
7:00 p.m:
. .
•
'fie City of T .
o�
B nton Beach
Y NTS 100 E. Boynton Beach BoukvarI • •
0� .4 P.O. Box310 , , --
4 .. •03 Boynton Beach,5lorirla 33425-0310 - ------ �
I im City Haft: (561)375-6000
r� -r/` SAX. 561 375-6090
OFFICE OF THE MAYOR
July 10, 1997
Dear Board Member:
The City Commission has proceeded with board appointments after'a short delay. After the
board roster has been completed, the election of board officers should be included on a regular
meeting agenda. The enclosed Advisory Board Organization Procedure has been compiled by
various staff members to provide guidance.
Another matter of importance to remember is that all board members are subject to the
Sunshine Law. The City Attorney prepared the enclosed brief overview for your review.
In the near future, an orientation meeting will be held.for all board members to fully acquaint
you with legal restrictions, ethics matters, City procedures, etc. We hope the enclosed will be
helpful at this time, and please do not hesitate to contact the City Clerk's Office at 375-6060 if
you have any questions. We certainly appreciate your services to the City.
Very truly yours,
/277,1,1 if-Sir
era# ;` _ ,_y 1 .
- Ec10s0r . �.
w
�t„. ,4
C: ' F city;9epresentative,Board Fit
IY1p w,;. '7 X71,
*,.".;i1" ''r.:�,.::ti]':: . c... '-,:-/:0
y �-`-` Cu i,
V f 1111010#1dat q\WP\boarditadviaPrY board organl ation proee ture:d, :
:oI.H.•}:fp.
ADVISORY BOARD ORGANIZATION PROCEDURE
An organizational meeting of the board shall be held annually in May. At this meeting, board
officers shall be selected by a majority vote of the members of each board. A Chairman shall be
elected to conduct the board meetings in accordance with Roberts Rules of Order. A Vice
Chairman shall be elected to preside in the absence of the Chairman.
A Secretary shall be elected and will be responsible for agenda preparation and taking the
minutes of the board. If a secretary cannot be present to assume these responsibilities, please
contact the City Clerk's office. Quasi-judicial boards will have a recording secretary provided by
the City Clerk's office. A tape recorder with tapes and necessary recording supplies will be
provided to the secretary prior to the meeting. The tape recorder must be operating at all times
while the board is in session. The official record must contain who is present, topics of
discussion and action taken. The minutes are to be transcribed and submitted to the City
Clerk's department within one (1) week of the meeting for distribution. If a computer or
typewriter is required for transcription purposes, please contact the City Clerk at 375-6060 to
check on the availability of this equipment for use in that office.
Boards are to be operated according to their duties/responsibilities as contained in the code of
ordinances or resolutions. ALL meetings must be open to the public and have notice posted.
This notice must state the time, date, and location and be received by the City Clerk's office ten
working days prior to the end of the month to be included on the following month's calendar.
Meetings not counted as official meetings with no minutes taken may be a sunshine violation.
Suggestions for staff activities and projects should be made in writing to the City Manager.
Advisory boards are asked to please refrain from issuing staff directives.
In order to ensure participation of a full board, it was concluded by the City Commission that
when a board member has missed three (3) monthly meetings for any reason that member will be
notified that one additional absence will cause his/her board membership to be terminated and a
replacement will be appointed as soon as possible by the City Commission. To ensure a quorum
at meetings, it is requested that notification of absences be telephoned to the City Clerk's office
at 375-6060, as soon as possible prior to a meeting .
It is encouraged that meetings be held at a variety of locations including neighborhood
clubhouses, condominium halls, schools, and various city facilities, etc. in an attempt to reach all
citizens in the community and make it convenient for everyone to attend. Site reservations must
be completed to announce at the prior monthly meeting and be stated in the minutes.
If you have any questions or need more information, please do not hesitate to contact us at City
Hall either in the City Clerk's office or the City Manager's office. Thanks for your interest in
volunteering to help build a"Better Boynton".
7/8/97
\\ch\main\shrdata\share\board organization procedure.doc
- SUNSHINE LAW OVERVIEW
There are three basic requirements of the Sunshine Law, and they are as follows:
(I) meetings of public boards or commissions must be open and accessible to the
public;
(2) reasonable notice of such meetings must be given to the public; and
(3) minutes of the meetings must be taken and promptly recorded.
All boards operating in the City of Boynton Beach are subject to the requirements of Florida's
Sunshine Law. Section 286.011(1) of the statute provides, in part:
All meetings of any board or commission of any state agency or authority,
or of any agency or authority of any county, municipal corporation, or
political subdivision, except as otherwise provided in the Constitution, at
which official acts are to be taken are declared to be public meetings open
to the public at all times, and no resolution, rule, or formal action shall be
considered binding except as taken or made at such meeting.
Government-in-the-Sunshine is applicable to any gathering, whether formal or casual, of two or
more members of the same board or commission to discuss some matter on which foreseeable
action will be taken by the public board or commission. The use of telephones, written
correspondence,third parties, facsimile transmissions, memoranda or E-mail does not remove a
conversation from the requirements of the Sunshine Law. The law applies to all functions of
covered boards and commissions which relate to the affairs and duties of the board or commission.
Therefore, Board members cannot meet or engage in any discussion related to public business that
may come before the Board at some time in the future, unless the members are openly discussing
the matter at a duly noticed public meeting. This does not mean that board members cannot meet
at social gatherings, provided that matters which may come before the board or commission are not
discussed at such gatherings. As long as no public business is discussed between two or more
members of a board or commission, it is likely that no violation of the Sunshine Law has been
committed.
If a violation of the Sunshine Law does occur,pursuant to Section 286.011(3)(a)and(b)the
violator may be subject to criminal and civil penalties. In addition,the board and the member(s)
found in violation of the law may be required to pay the other party's attorney's fees. Any and all
actions taken where a violation of the Sunshine Law has occurred can be declared void.
Please carefully review this memorandum to assure your continued compliance with the Sunshine
Law. Should you have any questions that have not been answered herein regarding Florida's
Government-in-the-Sunshine Law or any other matter related to your board membership, please
contact the City Attorney's Office at(561) 375-6050 for clarification.
Prepared by the City Attorney's Office
7/x/97
•
wp\memos\sunshine law 2
1996
or( OF BOYNTON BEACH BOARDS
Board Name Page
Number
Advisory Board on Children & Youth 1
Board of Zoning Appeals 2
Building Board of Adjustment & Appeals 3
Cemetery Board 4
Civil Service Board 5
Code Enforcement Board 6
Community Redevelopment Advisory Board 7
Community Relations Board 6
Education Advisory Board 9
Golf Course Advisory Committee 10
Library Board 11
• Nuisance Abatement Board 12
Planning & Development Board 13
Recreation & Parks Board 14
Senior Advisory Board 15
Employees' Pension Plan - Board of Trustees 16
Municipal Firefighters' Pension Trust Fund 17
Municipal Police Officers' Retirement Trust Fund 18
jmp
4/28/97
s:\cc\wp\boards\lists\board list table of contents.doc
CITY_OF BOYNTON.BEAC_FLB_OARDS_-1.995
Board of Adjustment 3rd Monday (on call) Chambers 7:00 p.m.
Bldg. Bd. of Adj. & Appeals Thursday (on call) Chambers 6:30 p.m.
Cemetery Board 2nd Tuesday Conf. Rm. A • 7:00 p.m. '
Children & Youth 4th Thursday Chambers 7:00 p.m.
City Commission 1st& 3rd Tuesdays Chambers 6:30 p.m.
Civil Service Board 2nd Wednesday Chambers 6:00 p.m.
Code Enforcement 3rd Wednesday Chambers 7:00 p.m.
Community Redevelop. On Call or as part of
Agency (CRA) City Commission agenda Chambers 7:00 p.m.
Comm. Redevelopment
Advisory Bd. (CRAB) 2nd Monday Conf. Rm. C 6:30 p.m.
Community Relations 2nd Wednesday Chambers 7:30 p.m.
Education Advisory Board 4th Wednesday Chambers 6:30 p.m.
Library Board 4th Wednesday Library ` 4:00 p.m.
No. Boynton Beach Task Force Last Tuesday of Month Hester Center 7:30 p.m.
Planning & Development 2nd Tuesday
Board (4th Tuesday if necessary) Chambers 7:00 p.m.
Recreation & Parks Board 4th Monday Chambers 7:00 p.m.
Senior Advisory Board 1st Monday Chambers 4:00 p.m.
Employees' Pension Board Thursday after the 15th of
of Trustees Feb., May, Aug. & Nov. Chambers 2:00 p.m.
Municipal Firefighters' Pension Thursday after the 15th of
Trust Fund Feb., May, Aug. & Nov. Conf. Rm. B 4:00 p.m.
Municipal Police Officers' Second Wednesday of every
Pension Trust Fund month Police Dept. 9:00 a.m.
Golf Course Advisory Comm. 2nd Thurs. every other month Chambers 3:00 p.m.
Nuisance Abatement Board (on call)
S.C.R.W.T.D. Board 3rd Thursday of January,
April,July& October SCRWTD Plant 5:30 p.m.
Safety Committee 2nd Monday Conf. Rm. C 10:00 a.m.
4/19/95
S:\CC\WP\BOARDS\BDDATEI.WPD
1995 CITY OF BOYNTON BEACH BOARDS
Board Name Page Number
Advisory Board on Children & Youth 1
Board of Adjustment 2
Building Board of Adjustment & Appeals 3
Cemetery Board 4
Civil Service Board 5
Code Enforcement Board 6
Community Redevelopment Advisory Board 7
Community Relations Board 8
Education Advisory Board 9
Golf Course Advisory Committee 10
Library Board 11
Nuisance Abatement Board 12
Planning & Development Board 13
Recreation & Parks Board 14
Senior Advisory Board 15
Employees' Pension Plan - Board of Trustees 16
Municipal Firefighters' Pension Trust Fund 17
Municipal Police Officers' Retirement Trust Fund 18
4/17/95
Imp
S:\CC\W P\BOARDS\LISTS\CONTENTS.W PD
(* ) FINANCIAL DISCLOSURE FORM AND BOOKLET
(C) INDENTIFICATION CARD
1994 TABLE OF CONTENTS
111 Board of Adjustment * & C 1
Building Board of Adjustment & Appeals * & C 2
Cemetery Board * 3
Children & Youth Advisory 4
Civil Service Board * 5
Codes Enforcement Board * 6
Community Redevelopment Advisory Board * 7
Community Relations Board C 8
Education Advisory Board 9
III
Library Board 10
Planning & Development Board * & C 11
Recreation & Parks Board 12
Senior Advisory Board 13
Employees ' Pension Plan, Board of Trustees * 14
Municipal Firemen' s Pension Trust Fund * 15
Municipal Police Officer' s Retirement Trust Fund * 16
Golf Course Advisory Committee 17
9,
Nuisance Abatement Board 18
5/9/94
c/CONTENTS (B)