r OAK  GITYOF OAKHILL WORKSHOP MEETING JANUARY2,2024  1:30 P.M. - COMMISSION CHAMBERS-CIYHALL  FLORIDP  MINUTES  A.  OPENING Advisory Coordinator.  Vice Mayor Lindlau called the workshop to order. He introduced Ken Parker, FCCMA Senior Commission Members Present: Vice Mayor Lindlau, Commissioner Catigano, Commissioner Staff Members Present: Jerome Adams, City Adminstrator/City Clerk, Erin Anderson,  Hyatt and Commissioner McGee. Administrative Assistant  B.  ROBERT'S RULES WITH KEN PARKER  Mr. Parker provided his professional background. He talked about his background working with The purpose of Parliamentary Procedure is to guide a meeting into meaningful discussion, arriving at a meaningful decision that is in the best interest of the entire body. Parliamentary Procedure should not be used as a weapon, but as a collaborative way to make decisions. He discussed the background information that should accompany an agenda in summary form. Mr. Parker recommended that for each agenda item, a proposed motion be included in the summary to assist the legislative body in making proper motions. For consistency, he suggested that all motions be made in a positive sense, regardless of how one would vote. Mr. Parker spoke about meeting decorum and public participation periods. He discussed accepted practices and how Robert's Rules of Order would apply. As an example, if a governing body has a time limit of three (3) minutes per speaker, but one of the speakers wishes to exceed the allotted time, under Robert's Rules a motion would be required to suspend the three (3) minute rule and allow the speaker additional time to address the body. Mr. Parker said very few commissions or councils have practiced this because once this procedure is started, it must be followed through consistently. In contrast, if a speaker wishes to give up their Commissioner McGee asked about Quasi-Judicial proceedings and the specific rules with respect to how those proceedings will be conducted. He noted that there are times when citizens are allowed to speak during a quasi-judicial proceeding, even though the commission is  Parliamentary Procedures.  time to another speaker, that may be done without a motion.    not supposed to consider public comments in their deliberations. Mr. Parker responded that the City Attorney provides the specific guide for how state law shall cause quasi-judicial proceedings to be conducted. That quasi-judicial processes and standards are established by statute, which would supersede any locally adopted rules of procedure. He spoke more broadly about expert witnesses in a quasi-judicial scenario and stated it is important that the city Commissioner McGee asked if the City Commission should allow citizens to give their opinions during a quasi-judicial process. Mr. Parker said that by law, the citizens have a right to participate, but the commissioners are responsible for following the guidance of their city Mr. Parker gave an overview of agenda organization but stated that Robert's Rules of Order does not govern how an agenda should be structured. He talked about how other cities Motions were discussed, how motions should be made, seconded, and voted on. Mr. Parker talked about making modifications to motions. He noted that some cities prefer to have the discussion, motion and then second, to avoid having to make amendments to the motions. He said once a motion is made, it should be thought through carefully, if additional discussion is necessary, it should be done before a vote. He said it is always important for everyone at the Mr. Parker discussed amendments to motions. He said normally, amendments are made after a main motion has been made and then seconded. Typically, the main motion is being amended Mr. Parker talked about the tabling of agenda items. He discussed the difference between tabling and item and postponing an item. Tabling means it is being laid on the table because the body is not ready to act. Postponement of an agenda item to a date certain means the item will be heard on a specific date. He said there is no specific timeframe defined for how long an item may remain tabled. Mr. Parker said he would never recommend that an item be tabled at the time of second reading. He recommended using a date certain in the event a second Commissioner Hyatt asked about motions without a second. Mr. Parker said a motion dies Mr. Parker discussed voting. He said the most frequent ways of voting at public meetings are Motions to reconsider were discussed. Mr. Parker said normally, a motion to reconsider has to be done by a member of the prevailing party and must be noticed during the legislative meeting where the vote was taken, and it must be scheduled for the next legislative meeting. He said some legislative bodies will allow it to happen at the next legislative meeting but if it is not done at that meeting, the motion may no longer be reconsidered. He noted that the person who seconds the motion to reconsider does not have to have been on the prevailing side of the Mr. Parker talked about motions to adjourn. The basic rules for adjournment are: 1) A board member may not interrupt a speaker who has the floor; 2) A motion to adjourn must be  attorney guide the commission through those processes.  attorney in dealing with quasi-judicial hearings.  structure their agendas to demonstrate various ways it may be done.  dais to understand the motion upon which they are voting. and the amendment has to be seconded before the vote.  reading needs to be at a different time than originally scheduled. without a second, and the minutes should reflect as such.  voice votes or roll call votes.  original vote.    seconded; 3) A motion to adjourn is not debatable or amendable; and 4) A motion to adjourn must have a majority vote. He said some legislative bodies use recess to a time certain, when Mr. Parker said that most governing bodies use a modified version of Robert's Rules of Order because there are local conditions and local culture that would influence how business is  appropriate. He provided an example.  conducted.  Ad question-and-answer period ensued.  Mr. Adams asked what the standard is for anyone at a gathering who wishes to speak. Mr. Parker said the speaker should introduce themselves, state their address (or complete as sign-up sheet). Individuals would speak one person at a time based on Rules of Decorum which is Mr. Parker advised that the public should not be called on by their first name, it should be a formal process. This practice ads decorum to the meeting and eliminates the personal element. Mr. Adams asked if it was appropriate for the members of the public who are present to ask questions directed at staff. Mr. Parker said no, all discussion should go through the presiding  different from Robert's Rules of Order.  officer of the meeting. C. ADJOURMMENT approximately 3:15 p.m.  There being no additional presentation or discussion, the meeting was adjourned at  Note: In accordance with Resolution 2006-17, a three (3) minute time limitation per speaker will be imposed. A speaker may address the Commission for a maximum of three (3) minutes during the Public Participation portion of the meeting, and fora maximum oft three (3) minutes during any specific Agenda topic. Pursuant to Florida Statute 166.041 (3) (A), if ani individual decides toa appeal any decision made with respect to any matter considered: at a meeting or hearing, thati individual will need a record ofthe  proceedings and will needt to ensure that a verbatim record oft the proceedings is made.  Z Aeamo Jerome Adams City Administrator  h Douglas'A. Gibson Mayor