AWorkshop Meeting of the Apalachicola City Commissioner was held on Tuesday, May 21,2024, at 4p p.m., att thet former Apalachicola Municipal Library located at 746"Street., Apalachicola, Fl. Present: Mayor Brenda Ash, Commissioner Anita Grove, Commissioner Despina George, Commissioner Elliott, City ManagerT Travis Wade, City Attorney Dan Hartman, City Clerk  Sheneidra Cummings, and Chief of Police Bobby' Varnes.  PUBLICCOMMENT No public comment.  Manager Wade provided al basis for the Rules of Procedure Workshop. Recommendations that were: submitted by Mayor Ash and Commissioner George were presented by! Mayor  Ash and briéfly discussed. Discussion held.  The Commissionaddresed each Rule based ont the recommendations as follows:  Rule 1:M Meetings  AlL Commissioners agreed with ManagerWade's change of address for the meeting Consensus on Rule 1: Update Rule #1 to reflect the address oft the newi meeting  location to 746ths Street.  location i.e., 746"Street, Apalachicola, FL.  Rule 2: RegularMeetings  Commissioner George disagrees with changing the meeting time to 4pm. Commissioner Grove did not oppose the 4pm meeting time nor did she agree to change the meetings to 6pm. Commissioner Elliott, Mayor Ash would like to Consensus on Rule. 2: The Commission was split, and they agreed to discuss it further at an upcoming Commission meeting and codifyitoncea adetermination  continue to hold meetings at 4pm.  ismade.    WORKSHOPISPECIALMEETING 5/21/2024  Page: 2of9  Rule 3: Special Meetings  Attorney Hartman provided legal insight and suggested that the same process for regular meetings be followed for special meetings, affirming that, the additional requirement for special meetings be provided a forty-eight (48) notice to all Commission members priort to Special Meeting being held. Regarding the last Commissioner George suggested that any notice of a Special Meeting should also be posted ont the City's website including the posting of a Special Meeting Agenda.  sentence of Rule 3, "Notice shall be posted at City Hall".  Discussion held.  Commissioner Grove suggested rephrasing the last sentence of Rule 31 to include having a draft agenda e.g., "Appropriate notice of Special Meeting and draft Agenda Commissioner Elliott suggested the same verbiage be added to the second to the last sentence of Rule 4 as well stating that the verbiage should be consistent for None opposed the rephrasing/addition made by Commissioner Grove and Consensus on Rule 3: rephrase last sentence to state: "Appropriate notice of Special Meeting and draft Agenda shall be posted at City Hall and posted ont the  shall be posted at City Hall and posted ont the City'swebsite."  Regular, Special and Emergency Meetings.  Commissioner Elliott.  City'swebsite."  Rule 4: EmergencyMeetings  Consensus on Rule 4: rephrase second to the last sentence to state:"Appropriate notice of Emergency! Meeting and draft Agenda shall be posted at City Hall and  posted ont the City's website."  Rule5-9  No suggestions were presented or discussed.    WORKSHOP/SPECIAL MEETING 5/21/2024  Page 3of9  Rule10  Commissioner George suggested that Item 10(b) be updated to reflect the deadline  referenced in Rule 26(f).  Discussion held. No Commissioner opposed Commissioner George'ssuggestion.  Rule11-13  No suggestions were presented or discussed.  Rule 14: Ordinances  Attorney Hartman suggests reaching out to the! Statei.e. Florida League of Cities to inquire about the workshop requirements that are referenced int this rule to amend the Land Development Code. Attorney Hartman stated that the Rules of Procedure will take  president over City policy if/where thei two conflict.  Discussion Held.  Mayor Ash directed Attorney Hartman and Commissioner Grove to gather information from the Florida League of Cities and/ort the appropriate! State dept. to determine if requirement(s) can be amended duei to this area being considered: an: area of critical state Commissioner George clarified hers suggestion(s) for Rule 14. Commissioner George stated that the current policy requiring several P &Zworkshops to be! held before amending the  concern.  Land Development Code: should be specified in Rule 14.  Discussion held.  Consensus on Rule 14: Attorney Hartman and Commissioner Grove will reach out to the appropriate State dept. and determine what is required to amend al Land Development Code and present thati information to the Board to determine ifthe  existing woramopreguirement) could be amended.    WORKSHOPISPECIAL MEETING 5/21/2024  Page 4 of9  Rule 15-25  No suggestions were presented or discussed.  Rule 26: Preparation ofA Agendas  For Item (a): Commissioner George suggested amending item (a) to reflect the Commission's current meeting order. Commissioner George also agreed with Mayor Ash's recommendationts); fori items (d) & (f). Commissioner George also recommended having an addendum to the agendas for items that need to be added to the agenda after it has been Commissioner Elliott suggested striking through item (a), stating thati item (a) conflicts with Rule 27,Agendas- Order of Business. Further stating that removing item (a) would resolve  distributed to members and posted ont the City's website.  the conflict between Rule: 26(a) and Rule: 27.  Fori item (b): None opposed Manager Wade's ecommendations.  Fori item (d): Mayor Ash suggested adding the word" "only" before, in the event of an emergency phrase. Stating that item (b) would read, "The City Manager and any Commission member may, only, int the event of an emergency, place items on the Agenda Fori item (f): Commissioner Elliott suggested identifying a distribution date fort the agenda by amending item (f) to read, "Agendas and all necessary background materials will be delivered to the members no later than 5:00 pm on the Friday prior to the Friday before the next meeting, i.e., eleven (11)d days prior toi the meeting date via notification by electronic mail and posted ont the City's website." Commissioner Elliott also stated that amending Rule 26(f) satisfies the distribution discrepancy discussed in Rule(s): 3,4,&5. Mayor Ash recommended adding the phrase, "of an emergency" before the statement, "an item mayl be placed on the agenda after it has gone to the City Commission, a Supplemental. Agenda will bei issued no less than 24 hours prior to all meetings." Suggesting that the last sentence of Rule 26(f) reads: In the event of ane emergency, an item must be placed on the Agenda after ith has gone tot the City Commission, and a Supplemental  after the above deadline.  Agenda will bei issued no less than 241 hours priorto all meetings.  Consensus on Rule! 26 (a)Strikethrough Item (a).  (b) AddManager's' Wade's suggestion, "distribution of the agenda" and remove the strikethrough phrase, "nextmeeting". Item (b) should read as follows: Deadline for    WORKSHOP/SPECIALT MEETING 5/21/2024  Page! 5of9  items to be placed on the Agendal is no later than 12:00 noon on the' Tuesday before the (d) Add Mayor Ash's recommendations to include the word, "only". Item (d) should read as follows: The City! Manager or any Commission member may, onlyi in the event of an (f) Accept Commissioner's Elliott's and Mayor Ash's recommendations. Item () should read asf follows: Agendas and all necessary background materials will be delivered to the members no later than 5:00 pm ont the Friday prior to the Friday before the next meeting, i.e., eleven (11) days priort to the meeting date via notification bye electronic mail and posted on the City's website. Int the event of an emergency, ani item must be placed on the Agenda afteri itl has gone to the City Commission. A Supplemental Agenda will bei issued no later than 24 hours prior to all meetings. (g) Add Manager's Wade's suggestion int thet first sentence, "distribution of the agenda" and remove the strikethrough phrase, "next regular City Commission meeting". Item (8) should read as follows: AI request from a citizen tol be placed on the. Agenda shall be receivedi in writing, ont thel Board Request Form provided by the City Clerk, no later than the close of business on the Monday of the week preceding the distribution of the Agenda, and include information and/or back-up documentation on the subjectthey  distribution of the Agenda.  emergency, place items on the Agenda after the above deadline.  want to discuss.  Rule27Agends-Oraer of Business order of! businessi.e., I. 11. V.  Consensus on Rule 27:The Commission agreed to amend Rule 271 to reflect the current  Call to Oder Agenda Adoption IV. Public Comment New Business VI. Unfinished Business VII. Mayor and Commissioner Comments VIII. City Manager Communications IX. Finance Director Communications Attorney Communications XI. Consent Agenda XII. Department Reports Adjournment  Invocation and Pledge of Allegiance  II. Presentation, Awards, Recognitions  X.  None opposed to adhering tot the current order of business.    WORKSHOP/SPECIAL MEETING 5/21/2024  Page 6of9  Fori item (g): Public Comment, Commissioner George suggested reinstating the! 5-minute  time limit.  Discussion held.  Mayor Ash agrees with the 3-minute time limit. Commissioner Grove was not opposed to either time limit. Commissioner Elliott agrees with the 3-minute time limit.  Consensus for Rule: 27(g): Commissioner Grove, Commissioner Elliott and Mayor Ash would like to keept the public speaking time limit to 3-minutes. Commissioner George  opposed.  Rule 28  Each proposed edit submitted by Manager Wade was discussed.  Discussion held.  In paragraph 1, sentence 5, the Commission recommend rejecting Manager Wade's recommendation: to include: "ati ther request of the City Commission, City Attorney, or City Inp paragraph 1, sentence 6, the Commission recommended keeping the strikethrough verbiage: "Committees shall not attempt to manage the administrative operations oft the Inp paragraph 1, sentence 7, accepted Manager Wadesreconmmenoaton: "Committees have no administrative, fiscal, or enforcement authority." Commission agreed to strike Consensus on Rule 28 Paragraph 1 should read as follows: The City Commission may form ad hoc or special committees from timet toi time. Citizen advisory boards and committees may! be created and dissolved by Resolution, Ordinance, or other act adopted byt the City Commission. All members shall serve at the pleasure oft the City Commission. The mission of advisory boards and committees shall bet to examine  Manager".  City."  through the remainder of sentence 4.    WORKSHOP/SPECIAL MEETING 5/21/2024  Page 7of9  various policy issues referred by the City Commission, staff, or as determined int the work plan. Committees shall provide guidance to the City Commission in the development of policyr recommendations. Committees shall not attempt to manage the administrative operations of the City. Committees have no administrative, fiscal, or  enforcement authority.  Item (b), sentence 2: Accepted Manager Wade'sr recommendation.  Consensus on Item (b): Should read as follows: Appointment to citizen advisory boards/committee shall bel by roll call vote during a regular City Commission meeting. Board/Committee members must be residents oft the City of Apalachicola. Item (c), sentence 3: Accepted Manager' Wade's recommendation removing the strikethrough language and included the updated address for all meetings i.e., 746 6th Street. The Commission also decided to strike through "the news media shall be notified" and leaving, "appropriate notice shall be posted at City! Hall" and added' "website". Consensus on Item (c): Should read as follows: All citizen advisory boards/committees or other bodies shall meet at 746 6th Street, Apalachicola, Florida, or other public buildings within the City after required public notice is given. Generally, committee meetings should be scheduled on days other than days of the City Commission meetings. Appropriate notice shall be posted at City Hall and ont the City's website. AlL meetings shall comply with state law regarding public meetings.  Item (d): Accepted Manager Wadesrecommendaton.  Discussion held.  Commissioner Elliott agreed with Manager Wade's ecommendations). Commissioner Grove agreed with Manager Wade's recommendations. Commissioner George opposed Manager Wade's recommendations.  Consensus on Item(d): Should read as follows: Committee Chairs and Committee Vice-Chairs shall be elected by the membership, and both shall: serve for at term of one (1)year or for a different term as the City Commission may decide. No member shall serve moret than two (2) consecutive terms as Chair. Committee members shall be approved by the City Commission and may not serve on more than one committee unless service is required by! law. Committee meetings may be called by the Chair,    WORKSHOPSPECIALT MEETING 5/21/2024  Page 8 of9  Vice-Chair, Mayor, or the City Manager when sufficient business or timingi is appropriate. Such meetings shall have an Agenda published to each Committee member, when possible, at least seventy-two (72) hours in advance. If the Committee Chairi is unwilling or unable to call committee meetings, the Vice-Chair may callt the  meeting.  Item (i): Accepted Manager Wade's recommendation.  Commissioner Elliott agreed with Manager Wade's ecommendations). Commissioner Grove agreed with Manager Wade's recommendationts). Commissioner George opposed Manager Wadesrcommendatone.  Consensus on Item(i): Should read as follows: Appointees' personal and! business affairs conducted within the City of Apalachicola must bei in substantial compliance with all City regulatory: and taxing authorities' rules and regulations.. Appointees deemed to bei in chronic violation of any Cityrules, regulations policies, the Florida Code of Ethics, or Florida's Sunshine Law, may be disallowed from membership or removed from citizen advisory boards or committees by a majority vote of the City  Commission.  The City Commission ended the' Workshopi with (2) rules that required additional discussion, information, and/or action at the upcoming Commission meeting. Thei first being Rule #2, deciding on at time for the Regular Meetings; and second, Rule #14, further research tol be conducted! by Attorney Hartman and Commissioner Grove and presented at the. Julyr meeting. Attorney Hartman suggested that the Commission move forward witht the edits by placingi it ont the July meeting Agenda and vote to movei forward to 7St Reading of al Rules of Procedure Ordinance, Commissioner George stated that any change of the City's Ordinances requires a super majority vote, and that all recommendations made at this meeting can! be altered by Commissioner  under unfinished business.  Duncan's' vote. Noi further comments.  Motion to adjourn Rules of Procedure Workshop Meeting was made by Commissioner Elliott,  seconded by Commissioner Grove. Non opposed. Motion carried, 3-0.  Workshop adjourned.    WORKSHOPISPECIALMEETING 5/21/2024  Page 9 of9  Rpnla Ghv Brenda Ash, Mayor  Sheheidra Cummings, City Clerk  ms