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2008.09.09_BSAB_Minutes_Regular• TOWN OF HIGHLAND BEACH BEACHES & SHORES REGULAR MEETING 1~IINUTES Seatember 9, 2008 9:30 a.m. Vice Chair Ruth Samuels called the meeting to order in Commission Chambers at 9:30 a.m. In attendance were Vice Chair Ruth Samuels, Gary Guertin, Evelyn Weiss, Beverly Knight and Linda Peterson. Chair Lucy Miller and Betty Jane Hofstadter were absent. Vice Chair Samuels welcomed new member Linda Peterson, who presented an overview of her desire to be on the Board and serve the community. Auaroval of Minutes Upon MOTION by MR. GUERTIN/MRS. WEISS, the minutes of the August 12, 2008 Regular Meeting were unanimously approved. New/Old Business Communication Oversights: Board being notified when Beach issues are on the Town Commission Agenda. Vice Chair Samuels stated that there were three ways of communicating - 1) telephone 2} e-mail or 3) hardcopy. She expressed concern that the subject of litter receptacles was on • the last Town Commission agenda, with her to present, and she was not made aware of this until the day of the meeting. She did attend with Lucy, but felt unprepared to give a presentation to the Council. Mrs. Samuels asked the Board members for their suggestions. Mr. Guertin felt the Chair of the Board should check the agenda and if there is a beaches issue on it, make the appropriate contact as to who needs to be in attendance. The other members agreed, although Ms. Knight was not comfortable leaving this responsibility just for the Chair. The subject of a-mails came up and the fact that there can be a flurry of a-mails back and forth between members which can get quite confusing. Mr. Guertin felt that a-mails were in violation of the sunshine law. Town Manager Dale Sugerman was present and explained that all a-mails are public record, and can be tracked through the Town's server. Verbal communication cannot. He also noted that sub-committees may hold meetings in conference rooms as long as the meeting is posted for the public's awareness. Mr. Sugerman also noted that if a Board item is going to be placed on the Town Commission agenda (this is for any board) he notifies the Chairman, and it is up to the Chair to notify the Board members. After further discussion re the a-mail issue, the following MOTION was made by MIL GUERTIN/MRS. WEISS: THE BEACHES & SHORES WILL CEASE AND DECEASE FROM E- MAIL COMMUNICATION AND THAT E-MAILS IF NECESSARY • BECAUSE OF NOTICES OR BECAUSE OF ISSUES THAT CANNOT • Beaches & Shores Seutember 9, 2008 Page 2 of 3 WAIT UNTIL THE NEXT PUBLIC MEETING OR WORKSHOP, AN ADVISORY BOARD MEMBER MAY E-MAIL THE CLERK WHO WILL HANDLE THE COMMUNICATING BETWEEN MEMBERS. MOTION carried. Beverly Knight voted ~ as she feels that because Mr. Sugerman said that a-mails were legal, the Board is voting against a right that they have the ability to communicate this way. The following MOTION was made by MR. GUERTIN/MRS. PETERSON: IF THE COMMISSION HAS AN ITEM ON THE AGENDA WffiCH AFFECTS THE BEACHES & SHORES ADVISORY BOARD, IT SHOULD BE THE RESPONSIBILITY OF THE CHAIRMAN OR THE DELEGATE WHO MEETS WITH THE TOWN MANAGER ON THE AGENDA ITEM, TO INFORM THE CLERK WHO WILL ADVISE THE OTHER BOARD MEMBERS THAT AN ITEM IS ON THE COMMISSION AGENDA. MOTION carried unanimously. • Process for Boazd Member Appointment Vice Chair Samuels noted that when she was appointed to the Board, she was asked to come before the Commission for an interview. She noted that when there were other applicants who had an interest in serving, they were interviewed by the Boazd first, with recommendation going to the Town Commission. Town Clerk Beverly Brown was present, and handed out the policy on board appointments, which generally states that the Town Commission will be the body to interview and appoint without the involvement of the Town board's input. Other Business Mr. Guertin updated Linda Peterson on the workings of the Boazd, which is to address beach issues of which the Board is currently working on the Tax District. Also address mangrove issues, of which the Board is currently working with the County on keeping the mangroves cleaned for proper flushing. The next Regulaz Meeting is scheduled for October 7, 2008 at 9:30 a.m. Adjournment With no further business to come before the Boazd, MOTION to adjourn was made by Mr. Guertin/Mrs. Weiss at 11:00 a.m. • • Beaches & Shores Sgptgmber 9.2008 Page 3 of 3 Apnroval• Lucy E. Miller, Ch. ,~j _n~ Ruth Samuels, V. Ch. ~{' ) Betty Lane Hofstadter Evelyn Weiss Gary L. Guertin Beverly A. Knight Linda Peterson • .,~.l~ssb8.._1~. ~