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2021.05.26_CRB_Minutes_Regular0-s• TOWN OF HIGHLAND BEACH v{ TOWN CHARTER REVIEW BOARD MEETING MINUTES FLORIDA Town Hall / Commission Chambers Date: May 26, 2021 3614 South Ocean Boulevard Time: 2:00 PM Highland Beach, Florida 33487 Disclaimer: The Board took no action at this meeting. 1. CALL TO ORDER Chairperson Donaldson called the meeting to order at 2:05 P.M. 2. PRESENT UPON ROLL CALL Board Member Ronald Reame Board Member Khi Thai Board Member Richard Greenwald Vice Chairperson Eve Rosen Chairperson Barry Donaldson Town Manager Marshall Labadie Town Attorney Glen Torcivia Town Clerk Lanelda Gaskins 3. PLEDGE OF ALLEGIANCE The Board Members led the Pledge of Allegiance. Chairperson Donaldson reminded the Board Members to use the microphones when speaking and submit any materials they may have to the Town Clerk or Town Manager before the meeting. 4. PUBLIC COMMENTS Chairperson Donaldson called for public comments. Town Clerk Gaskins stated there were no preregistered public comments. 5. APPROVAL OF MEETING MINUTES A. May 12, 2021 - Charter Review Board Meeting Minutes MOTION: Rosen/Thai - To approve May 12, 2021, Charter Review Board Meeting Minutes as presented. Charter Review Board Meeting Minutes Date: May 26, 2021 Page 2 of 5 The motion passed unanimously 5 to 0. 6. PART I - CHARTER / ARTICLE I. - GENERAL PROVISIONS The Board Members discussed their method to review the Charter Sections recommended by the Town Commission and Town's Charter. It was the consensus of the Board to discuss the Charter Sections recommended by the Town Commission first and then discuss the Charter line by line. Chairperson Donaldson read the titles of each of the following Charter Sections. The Board Members, Town Staff, and Town Attorney discussed each section. The Board took no formal actions at this meeting and will resume their discussions at the June 09, 2021, Charter Review Board meeting. For more information about the following items, please visit the Town's Media Archives & Minutes webpage to access and view the audio/video recording. Section 1.06(3) Consideration to increase the number of consecutive terms to three (3) successive elected full three-year terms for the office of Mayor-Commissioner, Vice Mayor- Commissioner, and Commissioner. There were discussions about increasing the number of consecutive terms to three successive three-year terms, maintaining the current two successive full terms for three consecutive terms, or increasing the successive terms to two consecutive elected full four-year terms for the offices of Mayor-Commissioner, Vice Mayor-Commissioner, or Commissioner. Additionally, there were discussions about incorporating a time off period provision (one-year hiatus). As for the staggered terms/staggered elections for various candidates, it was suggested that those alternatives be raised within the terms of the staggering that was enacted in the last of the Charter. Town Manager Labadie will draft two options and present those options at the next meeting. Section 1.06 (5) Consideration to increase the residency requirement to two years immediately preceding the beginning of the qualification period for a person eligible for election as Commissioner or two years immediately preceding the effective date of any appointment as Commissioner. Section 1.06 (11) Consideration to Modify to read, "In case of Commission vacancy, the seat will remain open until the next general election if said seat becomes vacant less than three months prior to election. If more than three months until the general election, Charter Review Board Meeting Minutes Date: May 26, 2021 Page 3 of 5 the seat shall be filled temporarily by Commission appointment." Improve consistency on how vacant seats become filled. Section 2.01 (6) Fills Consideration to discuss as remaining open lands are predominately owned by the county and are mangroves or other such environmentally sensitive areas that may need to be protected for water quality and quantity purposes. Section 2.01 (9) Fire and rescue protection Consideration to include a provision that requires voter approval to enter into an interlocal agreement for the provision of all fire rescue services and/or police services. Section 2.01 (14) Drainage Consideration to strengthen the language and include enforcement. Ms. Rosen left the dais and meeting at 3:29 p.m. Section 2.01 (30) Funding Limitation Consideration to increase the funding limitation from the current $350,000 for any single project or cumulative projects to a higher amount established as a percentage of the Town's operating budget. Suggested Modifications — Maintenance projects would be limited to no more than 10% of the combined operating and enterprise fund budgets. All other Town projects would be limited to no more than 7.5% of the operating budget, including the expansion of Town services. There were discussions about modifying the language to increase the funding limitation. Sec. 3.02 (1) Payment of lawful debts Consideration to grant the Finance Director and Town Manager the option of signing checks (electronic). Financial management systems, dual authentication, and security have allowed for assurances needed to allow payments without Commissioner signature. Also, the Finance Director and Town Manager are bonded while Commissioners are not. There were discussions about modifying the language to grant the Town Manager and Finance Director the option of signing checks but include a provision to enable the Town Commission to sign checks over a certain dollar amount. Charter Review Board Meeting Minutes Date: May 26, 2021 Page 4 of 5 Section 3.05 Salaries of Commissioners and Mayor Consideration: This provision was adopted by ordinance when it should have been adopted by voter referendum. There were discussions on whether the salaries of the Commissioners and Mayor should be approved by referendum. Also, there were conversations about including a provision for an independent group in the revised Charter who would evaluate the salaries. Section 4.02 Mayor Consideration to change this language to read" Section 4.02 Commissioners" and state that a vote of 3 or more Commissioners is required to suspend the Town Manager and that just cause must be shown at a public meeting or special meeting. Multiple Sections Fire Department Consideration: Addition of Section 4.04 Fire Chief, Employment; Fire Chief Powers, or add language to Section 4.01 Town Manager stating the Fire Chief is hired and discharged by the Commission similar to that of the Chief of Police and Town Clerk. Further, should certain positions be moved out of the direct control of the Commission and be moved under the administrative authority of the Town Manager as we move to a full-service municipal structure. Should language be added to creation of the public safety department? There were discussions on the administrative structure of the Fire Chief, Chief of Police, and Town Clerk positions reporting to the Town Commission. Additionally, there were conversations about moving Chief of Police and the Town Clerk positions under the Town Manager's administrative authority. Town Attorney Torcivia commented grandfathering in the existing Police Chief and Town Clerk, and all new hires fall under the new method. Sec. 5.01 (c) calling a special meeting. Consideration to modify language so that a special meeting may be called by the Mayor, Town Manager, or a single Commissioner (rather than three Commissioners.) Charter Review Board Meeting Minutes Date: May 26, 2021 Page 5 of 5 7. ANNOUNCEMENTS Next Meetings: June 09, 2021 - 2:00 P.M. June 21, 2021 - 2:00 P.M. 8. ADJOURNMENT The meeting was adjourned at 4:45 P.M. APPROVED at the June 21, 2021, Charter Review Board Meeting. yo HC 41...041111. 21.% 1949 10 ATTEST: S..SEAL...f Eve Rosen, Vice Chairperson 4 1 Pi.ORION Transcribed by Lanelda Gaskins La Nelda Gaskins, ''!C Date Town Clerk / Disclaimer: Effective May 19, 2020, per Resolution No. 20-008, all meeting minutes are transcribed as a brief summary reflecting the event of the meeting. Verbatim audio/video of this meeting can be found on the town's Media Archives & Minutes webpage: Gulps.iinignianaoea,:r-h.iiiuiic,QuC(rieiings.I.U(m.