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1999.09.03_TC_Minutes_SpecialF.. r ~,A + TOWN OF HIGHLAND BEACH MINUTES OF TOWN COMMISSION SPECIAL MEETING Friday, September 03, 1999 2:30 P.M. Mayor Thomas J. Reid called the Special Meeting to order in Commission Chambers at 2:30 P.M. Deputy Town Clerk Jane Dillon called the roll. The Mayor, Vice Mayor Michael W. Hill and Commissioners Paul R. Kane, Sr. and Robert L. Lowe were present. John J. Sorrelli was absent. Town Attorney Thomas Sliney and Town Manager Ben Saag were also present, as well as members of the general public. Mayor Reid stated that the purpose of this Special Meeting was to review the Ad Hoc Committee recommendations submitted to the Commission. Mayor Reid asked Mr. Hadeed, Chair of the Ad Hoc Committee, to read subject recommendations into the record. After doing so, the Commission reviewed document point by point and determined if recommendations would be a policy or procedural change, as follows (Ad Hoc recommendations attached hereto:) 1) Before appointing an applicant for any Board, the Town Commission should interview and submit several names to • the appropriate board so that they may also interview the applicant and make a recommendation to the Commission. Of course, the Town Commission will make the final appointment. Approved as policy change. Implement immediately. Include interview procedure on information sheet with Talent Bank Application. 2) The Boards should consider all qualifications in electing officers and not base the decision solely on longevity. Approved as procedural change. 3) The Board procedures should be changed to state that a member will be removed from a Board after three consecutive unexcused absences from a Regular, Workshop or Special Meeting. (excused absences to be granted by the Chair.) Revised and Approved as follows (policy change:) The individual Board procedures will be changed to state that a member will be automatically removed from a Board after missing 1/3 of any Regular, Special or Workshop meetings in a calendar year, effective January, 2000. The secretary to the Board will maintain attendance sheets, S. compile information re a members absence, and bring to the attention of the appropriate Board Chairman. .^, , Town Commission Special Meeting September d3, 1999 Page 2 of 3 4) The name of the Board of Adjustment should be changed to "Board of Zoning Appeals and Variances." Approved as policy change 5) The Board of Adjustment should have two separate functions with separate application forms, namely, Appeals and Variances. The Ad Hoc Committee suggests that the Town Attorney furnish the Commission with sample forms from other towns. Approved as procedural change. 6) The Planning board, while reviewing Chapter 30, should consider the issue of maintaining lots and existing landscape. Approved as policy change - Planning Board will take into consideration during their Chapter 30 review as to which Town Board will be responsible for this. 7) The Commission should establish a uniform number of members for each Board, namely, (7) seven. • Approved as policy change - Financial Advisory Board will be changed to a seven member board. 8) The procedures for each Board should be updated to incorporate the above recommendations, clearly state the responsibilities of the Board, and to eliminate the portions that are no longer applicable, e.g., alternate members, terms of appointments, etc. It is further recommended that the procedures be uniform for each Board. Approved as policy change. As of this date the Ad Hoc Committee has no items on their agenda and will await further direction from the Town Commission. Mayor Reid thanked all for their recommendations and the work that has been done, and stated that these recommen- dations will be incorporated into the Town's present procedures. Correspondence will be sent to all members stating appreciation for their effort. Mayor Reid recommended that all policy Changes be processed through one ordinance rather than individually. { ~ :r+ • Town Commission Special Meeting September 03, 1999 Page 3 of 3 With the business being concluded, MOTION to adjourn was made by COMMISSIONER LOWS/COMMISSIONER KANE at 3:15 p.m. APPROVE: ` ~ %~ Thomas J. Reid, Mayor _ r _ - Mich 'W. Hill, Vice Mayor ~^ John J. Sorrelli, Commissioner ;~ ,~ ~ • Paul R. Kane, Commissioner ~" ~ f~ S c 1~ r`~ Robert L. Lowe, Commissioner ATTEST : d t~ ~7 -~ ' DATE : /~~b ~~ i :: r ~~: , t C] AD HOC COMMITTEE RECOMMENDATIONS 1) Before appointing an applicant for any Board, the Town Commission should interview and submit several names to the appropriate board so that they may also interview the applicant and make a recommendation to the Commission. Of course, the Town Commission will make the final appointment. 2) The Boards should consider all qualifications in electing officers and not base the decision solely on longevity. 3) The Board procedures should be changed to state that a member will be removed from a Board after three consecutive unexcused absences from a Regular, .Workshop or Special Meeting. (excused absences to be granted by the Chair.) 4) The name of the Board of Adjustment should be changed to "Board of Zoning Appeals and Variances." 5) The Board of Adjustment should have two separate functions with separate application forms, namely, • Appeals and Variances. The Ad Hoc Committee suggests that the Town Attorney furnish the Commission with sample forms from other towns. 6) The Planning board, while reviewing Chapter 30, should consider the issue of maintaining lots and existing landscape. 7) The Commission should establish a uniform number of members for each Board, namely, (7) seven. 8) The procedures for each Board should be updated to incorporate the above recommendations, clearly state the responsibilities of the Board, and to eliminate the portions that are no longer applicable, e.g., alternate members, terms of appointments, etc. It is further recommended that the procedures be uniform for each Board. As of this date the Ad Hoc Committee has no items on their agenda and will await further direction from the Town Commission.